Duties
Reports to: Chief Financial Officer
the Accounts Payable Assistant is responsible for processing and inputting all invoices and requests for payment and for maintaining accurate accounts payable files.
Essential Duties and Responsibilities:
- Distributes and maintains accurate records of all accounts payable and imprest checks.
- Receives all invoices and compares to receiving report and purchase order for mathematic accuracy, completeness and proper account distribution.
- Obtains invoice approval, and signed receiving report from proper sources.
- Processes all check requests. Checks for compliance with approval procedure, proper signatures, account distribution, purchase order balance and signed documentation.
- Enters invoice, imprest, and flexible spending check data into computer and edits vendor files. Checks flexible spending requests for available balance and follow-up.
- Compares check requests and invoices to trial check register and makes necessary corrections.
- Prints checks and compares check vouchers to invoice and check listing for accuracy.
- Processes and preforms data entry and file maintenance for vided/stop-payment checks and manual checks.
- Maintains vendor files, paid voucher files, purchase order files, imprest and flexible spending payment files, and necessary follow-up fo;es for correspondence regarding problem invoice/bills, expense advances, imprest invoice/support.
- Corresponds with vendors regarding question concerning invoices.
- Assists with vendor analysis, audit requests, Form W9 and 11099 information.
- Prepares sales tax exemption and audit payable confirmation requests for signature.
- Prepares and provides data entry and processing of district receipts.
- Maintains control lists of unpaid book rental and provides computer input.
- Performs other duties as assigned.
Qualifications
Education: -High school education or equivalent
-Associate's degree preferred.
Experience: One to three years of related or similar experience.
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.
Salary/Benefits
2026-2027 SY
Salary: Starting salary is $40,602 based on experience.
Benefits and Insurance
Vacancy is: OPEN UNTIL FILLED.
Questions to: Joan Cuppy
How to Apply
Email a Letter of Interest and Resume to: jcuppy@molineschools.org
or Send a Letter of Interest and a Resume to:
Joan Cuppy- Employment and Benefits Office
1900 52nd Avenue,
Moline, Il 61265