Accounts Payable Assistant @ District Education Center

Illinois Education Job Bank; Moline (IL); On-site; USD 35,000 - 47,000; Full time

Job summary

Illinois Education Job Bank is seeking an Accounts Payable Assistant for the District Education Center to handle invoice processing, approvals, and records maintenance. The role reports to the Chief Financial Officer and requires strong attention to detail, confidentiality, and timely payment processing.

Starting salary is $40,602 based on experience, with typical benefits and open vacancy status. The position emphasizes accuracy in vendor files, cross-checks with purchase orders, and efficient

Qualifications

• High school graduation or equivalent.
• Associate's degree preferred.
• One to three years of related experience.
• Requires strong communication and organizational skills.

Responsibilities

• Processes and inputs invoices and payment requests.
• Maintains accurate accounts payable files and records.
• Distributes and maintains records of accounts payable and imprest checks.
• Obtains invoice approvals and signed receiving reports.
• Processes check requests with proper approvals and documentation.
• Enters invoices and vendor data into computer systems.
• Maintains vendor, paid voucher, and purchase order files.

Skills

Communication skills

Organizational skills

Verbal communication

Confidentiality

Education

High school education or equivalent

Associate's degree

Job description

Accounts Payable Assistant @ District Education Center

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