Duties
Accounts Payable Processing
- Process vendor invoices, reimbursements, and payments in accordance with District policies and approval procedures.
- Verify invoices for accuracy, proper authorization, account coding, and compliance with purchase orders and contracts.
- Ensure timely payment of invoices to maintain positive vendor relationships and avoid late fees.
- Prepare and process check runs and electronic payments.
Documentation & Recordkeeping
- Maintain accurate and organized accounts payable records, including invoices, purchase orders, field trip packets, and supporting documentation.
- Scan, file, and retain financial records in accordance with District retention schedules.
- Assist with documentation requests related to audits, FOIA requests, and internal reviews.
Purchasing & Compliance Support
- Review purchase orders and payment requests to ensure compliance with Board policy, bid requirements, and internal controls.
- Communicate with principals and department staff regarding missing or incomplete documentation.
- Monitor and follow District procedures related to field trips, stipends, reimbursements, and vendor payments.
Vendor & Staff Communication
- Serve as a point of contact for vendors regarding invoice status, payment inquiries, and documentation requirements.
- Respond to inquiries from school administrators and District staff related to accounts payable processes.
- Assist in resolving discrepancies or issues related to payments.
Audit & Reporting Support
- Assist with preparation for annual audits by providing documentation and responding to auditor requests.
- Support financial reporting by maintaining accurate transaction records.
- Ensure compliance with ISBE requirements and District internal controls.
Additional Duties
- Assist with other Business Office functions as assigned.
- Participate in process improvement efforts to enhance efficiency and accuracy.
- Maintain confidentiality and professionalism in all financial matters.
- Works collaboratively with District administrators, principals, and support staff.
- Ability to manage multiple tasks and meet deadlines.
- Strong organizational and recordkeeping skills.
- Effective written and verbal communication skills.
- Ability to follow established procedures while identifying process improvements.
- High level of integrity, discretion, and confidentiality.
Salary/Benefits
$60,000 - $70,000. The District offers fringe benefits, including life, medical, dental and vision insurance.
Additional Notes
The Accounts Payable Coordinator is responsible for the accurate and timely processing of all District accounts payable transactions. This position ensures compliance with Board of Education policies, District procedures, and applicable state and federal regulations while supporting the District’s fiscal integrity and operational efficiency. The Accounts Payable Coordinator works closely with the Business Office, school administrators and vendors to ensure proper documentation, approval, and payment of District obligations.