What are the responsibilities and job description for the Accounts Payable Assistant position at Moline-Coal Valley School District?
JOB DESCRIPTION
MOLINE-COAL VALLEY SCHOOL DISTRICT 40
ACCOUNTS PAYABLE ASSISTANT - 12-MONTH POSITION
SUMMARY:
The Accounts Payable Assistant is responsible for processing and inputting all invoices and requests for payment and for maintaining accurate accounts payable files.
REPORTS TO: Chief Financial Officer of the District.
SUPERVISORY RESPONSIBILITIES: None.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Distributes and maintains accurate records of all accounts payable and imprest checks.
2. Receives all invoices and compares to receiving report and purchase order for mathematic accuracy, completeness and proper account distribution.
3. Obtains invoice approval and signed receiving report from proper sources.
4. Processes all check requests. Checks for compliance with approved procedure, proper signatures, account distribution, purchase order balance and signed documentation.
5. Enters invoice, imprest, and flexible spending check data into computer and edits vendor files. Checks flexible spending requests for available balance and follow-up.
6. Compares check requests and invoices to trial check register and makes necessary corrections.
7. Prints checks and compares check vouchers to invoice and check listing for accuracy.
8. Processes and performs data entry and file maintenance for voided/stop-payment checks and manual checks.
9. Maintains vendor files, paid voucher files, purchase order files, imprest and flexible spending payment files and necessary follow-up files for correspondence regarding problem invoice/bills, expense advances, imprest invoice/support.
10. Corresponds with vendors regarding questions concerning invoices.
11. Assists with vendor analysis, audit requests, Form W9 and 1099 information.
12. Prepares sales tax exemption and audit payable confirmation requests for signature.
13. Prepares and provides data entry and processing of district receipts.
14. Maintains control lists of unpaid book rental and provides computer input.
15. Performs other duties as assigned.
QUALIFICATIONS:
Requires a high level of demonstrated communication and organizational skills. Requires general ability to work closely and cooperatively with others. Must possess good verbal communication. Must be able to maintain accurate records and files in a neat and orderly manner. Must be able to process with high degree of accuracy while meeting payment timelines. Requires a high degree of confidentiality.
EDUCATION:
- High School education or equivalent
- Associate’s degree preferred.
EXPERIENCE:
- One to three years of related or similar experience.
SPECIAL SKILLS:
- Word processing/spreadsheet experience and overall computer knowledge required.
- Accurate math skills, records management and filing skills required.
- Ability to work well with individuals at all levels of the organization.
- Ability to function in a multi-task environment with frequent interruptions.
EQUIPMENT USED:
- Computer, multi-functional copy/fax/scanner machine, adding machine, and telephone.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee works in an office environment where the noise level is moderate. Occasional travel for the school district may also be required.
Employee Acknowledgment ________________________________ Date __________
The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.
Revised: October 2026
Pay: From $40,602.00 per year
Benefits:
- 403(b)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Education:
- Bachelor's (Preferred)
Work Location: In person
Salary : $40,602