Accounts Payable Clerk/Administrative Assistant JobID: 304

Position Type:

Secretarial/Clerical/ Business Office Clerk

Date Posted:

6/23/2025

Location:

Collins-Maxwell School District

Closing Date:

07072025

Accounts Payable Clerk/Administrative Assistant

This position is a shared position between the Collins-Maxwell School District and the Colo-NESCO School District. The position will be an employee of the Collins-Maxwell School District. Half the day will be spent in each district.

Primary Purpose

Under the direct supervision of School Business Officer, to assist in the administration of the school district's accounts payable function, ensuring the accuracy of invoices to be paid, and the timely payment of school district expenses, maintaining accurate account balances, in conformance with school district policies and practices as well as applicable laws and regulations.

Essential Functions

Assists in administering the school district's accounts payable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable to ensure records are accurate and up-to-date.

Researches discrepancies regarding the accuracy of invoice amounts, item counts, etc. for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.

Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable.

Reconciles accounts payable invoice batches.

Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.

Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.

Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.

Additional Duties

Processes deposits as money is received to the District and enters the receipts in the accounting system. Assists the building secretaries with visitors to the office, including students, parents, substitute teachers, and others. Answers telephone calls, and provides information and assistance to callers. Distribute incoming mail appropriately. Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the office and accounting system.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Travel Requirements

Travel to both school district offices once per day is necessary. Additional travel stipend will be provided to offset commuting costs.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills and Abilities

Knowledge of accounting and bookkeeping principles.

Organizational and time management skills.

Ability to report work orally or in writing to supervisor as required.

Ability to carry out instructions furnished in written or oral form.

Ability to add, subtract, multiply and divide, perform complex arithmetic operations and use calculators.

Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Google Workspace).

Ability to problem-solve job-related issues.

Ability to process paperwork accurately according to standardized procedures.

Ability to maintain confidentiality of information regarding students, employees, school district financial and other information.

Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Physical and Mental Demands, Work Hazards

Works in standard office building environments

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Some successful bookkeeping or accounting experience preferred.

Benefits

The District provides single health insurance, and optional dental, vision, flexible spending and life insurance and LTD. Paid sick leave, vacation and personal days.

FLSA Status: Non-exempt

Collins-Maxwell Community Schools

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Accounts Payable Clerk/Administrative Assistant