What are the responsibilities and job description for the Administrative Specialist - Accounts Payable position at MSD of Mt. Vernon?
The MSD of Mt. Vernon seeking a detail-oriented and service-focused Administrative Office Specialist – Accounts Payable to support the district’s financial operations. This position is responsible for processing accounts payable transactions, maintaining accurate financial records, assisting with vendor communications, and supporting the business office in ensuring compliance with school district policies and state regulations.
The ideal candidate demonstrates strong organizational skills, professionalism, confidentiality, and the ability to work collaboratively in a school environment.
Responsibilities:
- Process vendor invoices, purchase orders, reimbursements, and payment requests accurately and timely.
- Verify coding, approvals, and supporting documentation for all expenditures.
- Prepare and process accounts payable checks and electronic payments.
- Reconcile vendor statements and resolve discrepancies.
- Maintain organized financial and payment records in accordance with district retention policies.
- Support year-end audit preparation by compiling requested documentation.
- Provide customer service to district staff and vendors regarding payment inquiries.
- Assist with maintaining financial databases and accounting software records.
- Monitor deadlines and ensure timely completion of assigned tasks.
- Prepare reports, spreadsheets, correspondence, and other business office documents.
- Answer phones, respond to emails, and provide general office support as needed.
- Maintain confidentiality regarding financial, personnel, and student-related information
Qualifications:
- High school diploma or equivalent; associate's or business/accounting coursework preferred
- Previous accounts payable, bookkeeping, payroll, or office administration experience preferred.
- Experience in a school district or public-sector environment is a plus.
- Proficiency in Excel and Google Suite of products.
- Ability to learn and utilize financial/accounting software systems.
- Strong attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Ability to prioritize tasks and meet deadlines with minimal supervision.
Effective Date: To be determined
NOTE: This is a full-time, year-round position (260 days/year), Monday through Friday
The Board of School Trustees reserves the right to waive or modify these specifications.