Chehalis-Accounts Payable/Payroll Clerk-District Office 2025/26

This posting is for the Accounts Payable/ Payroll Clerk position at the Chehalis School District Office. The position is 8 hours per day, 260 days per year, including holidays and vacation days. This is a Classified, Non-Exempt, Non-Represented position. For best consideration, please apply by April 13, 2026.

A completed application packet should include the following:

• Resume
• Letter of Interest including how the candidate meets the qualifications
• Three (3) Reference Letters
• Copies of academic transcripts

Position Summary:

The Accounts Payable/Payroll Clerk is responsible for timely payment of invoices and credit cards, compliance with district policies and school district funding regulations, and proper documentation of all accounts payable and credit card transactions. This position ensures compliance with Washington State laws, collective bargaining agreements and applicable federal and state regulations, while supporting district goals through effective systems, controls, and customer service.

Additionally, this position supports the Payroll Specialist with basic payroll functions such as processing timecards and filing.

Essential Job Functions and Responsibilities:

• Review, verify, and process invoices for payment in accordance with district policies and procedures
• Collaborate with school sites and departments regarding purchase orders and payment status; serve as subject matter expert for Accounts Payable and credit cards and disseminate information and provide training as needed
• Match purchase orders and invoices for accuracy
• Ensure proper coding of expenses to appropriate budget accounts
• Prepare and process check runs and electronic payments
• Maintain vendor files, including W-9 forms and contact information
• Respond to vendor inquiries and resolve discrepancies in a timely manner
• Process annual 1099 forms in compliance with IRS regulations
• Report and remit use tax monthly to the Department of Revenue
• Reconcile district credit card statements and ensure proper documentation and approval of transactions
• Review and process payroll timecards
• Assist with year-end closing processes
• Maintain accurate and organized financial records for auditing purposes
• Lead Accounts Payable audits and respond to internal and external audit requests and provide requested documentation
• Develop and maintain internal controls, procedures, and documentation related to Accounts Payable and credit cards
• Recommend policy and procedures as applicable to position
• Ensure compliance with state, federal, and district financial regulations
• Promote professional growth and high-quality customer service
• Collaborate closely with the Building Secretaries and the Finance Department
• Liaison between the District and copy machine vendor(s). Manage copy machine contract renewals
• Prepare Payroll files and assist the Payroll Specialist with basic payroll duties
• Prepare and process journal entries
• Maintain/archive files for Accounts Payable, Payroll Specialist, and Chief Financial Officer as needed
• Other duties as assigned
• • As needed, serve as backup for:
  • • Cash receipting and bank deposits
    • Purchase office supplies for the District Office
    • Prepare purchase orders
    • Reconcile district bank statements
    • District Office receptionist

Job Requirements - Qualifications:

Education & Experience:

• High school diploma or equivalent required
• 1–3 years of accounts payable or general accounting experience, preferably in a public sector or school district

Knowledge, Skills, and Abilities:

• Knowledge of basic accounting principles and practices
• Familiarity with school district accounting preferred
• Ability to interpret and apply the Accounting Manual for Public School Districts to District work
• Understanding of 1099 reporting requirements and sales/use tax regulations
• Strong attention to detail and accuracy
• Ability to appropriately handle confidential information
• Proficiency in Skyward or Qmlativ systems, Google Workspace, and Microsoft Office (especially Excel)
• Proficiency using a numeric keypad
• Ability to work independently with minimal supervision
• Exceptional communication and customer service skills
• Demonstrated ability to organize and prioritize workload to meet ongoing, frequent deadlines
• Strong analytical, organizational, and problem-solving skills
• Ability to interpret applicable sections of collective bargaining agreements

Working Conditions & Physical Requirements:

• Office environment within a school district administrative building
• Regular interaction with staff, vendors, and auditors
• Ability to sit for extended periods
• Occasional lifting of files or office materials (up to 20 lbs)
• Frequent use of computer and standard office equipment

Reports to: Chief Financial Officer

Compensation and Benefits:

The District complies with State Law regarding SEBB (School Employee Benefits Board) and DRS (Washington State Department of Retirement Systems) eligibility and benefits. If eligible, SEBB benefits include medical, dental, vision, life insurance, long-term disability, AD&D Insurance, Flexible Spending Arrangements (FSA), and Dependent Care Assistance Program (DCAP). Retirement benefits, if eligible, may include membership in SERS retirement plans in addition to voluntary Deferred Compensation Program and 403(b) Annuity enrollments.

Notice of Non-Discrimination:

Chehalis School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, ethnicity, honorably discharged veteran or military status, sexual orientation, gender expression or identity, homelessness, immigration or citizenship status, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to youth development organizations listed in Title 36 of the United States Code as a patriotic society.

Chehalis School District offers classes in many career and technical education (CTE) program areas, including Agriculture, Business and Marketing, Family and Consumer Sciences, Skilled and Technical Sciences, Health Sciences and STEM. Lack of English language proficiency will not be a barrier to admission and participation in career and technical education programs.

The following employees have been designated to handle questions and complaints of alleged discrimination:

El Distrito Escolar de Chehalis no discrimina en ningún programa o actividad por sexo, raza, credo, religión, color, origen nacional, edad, etnicidad, condición de veterano o estatus militar con baja honorable, orientación sexual, expresión o identidad de género, falta de vivienda, inmigración o estatus de ciudadania, la presencia de cualquier discapacidad sensorial, mental o física, neurodivergencia , ni por el uso de un perro guía o animal de servicio entrenado, y garantiza el acceso equitativo a las organizaciones de desarrollo juvenil enumeradas en el Título 36 del Código de los Estados Unidos como sociedades patrióticas.

El Distrito Escolar de Chehalis ofrece clases en varias áreas con programas de educación vocacional y técnica (CTE), incluyendo Agricultura, Negocios y Mercadotecnia, Ciencias de la Familia y del Consumidor, Ciencias Técnicas y Calificadas, Ciencias de la Salud y STEM. La falta de dominio del idioma inglés no será una barrera para la admisión y participación en programas de educación profesional y técnica.

Title IX Coordinator: Tommy Elder, 360-807-7235, telder@chehalisschools.org

Section 504/ADA Coordinator: Katie Howell, (360) 807-7245 option 3, khowell@chehalisschools.org

Civil Rights Compliance Coordinator: Leslie Wohld, 360-807-7200, lwohld@chehalisschools.org

Career and Technical Education Coordinator: Don Bunker, 360-807-7235, dbunker@chehalisschools.org

Address: 310 SW 16th Street, Chehalis, WA 98532