Accounts Payable Secretary

Sylvania; Clio (MI); On-site; USD 40,000 - 60,000; Full time

Job summary

Clio Area Schools is seeking a highly organized Accounts Payable Central Office Secretary for the District’s Central Office in Clio, MI. This role coordinates and processes the district's accounts payable and purchasing functions, maintains accurate financial records, and serves employees, vendors, and community partners.

The successful candidate will demonstrate accuracy, confidentiality, professionalism, and the ability to manage multiple deadlines.

Qualifications

• High school diploma required.
• Experience with accounts payable, bookkeeping, purchasing, payroll, or related financial functions.
• Proficiency with Microsoft Office and/or Google Workspace.
• Strong spreadsheet skills and ability to analyze financial information.
• Excellent organizational and time-management skills.
• Attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Ability to work independently and as part of a Central Office team.

Responsibilities

• Receive, review, and process invoices for payment.
• Verify invoices for accuracy with documentation and purchase orders.
• Match documents prior to processing payment.
• Enter AP transactions into the financial management system.
• Prepare district check runs and electronic payments.
• Maintain accurate AP records and supporting documentation.
• Research and resolve invoice discrepancies and vendor issues.
• Communicate with vendors and district staff regarding invoices and payments.
• Maintain vendor files and W-9s.
• Assist with year-end accounts payable procedures and closing PO.
• Maintain records per district retention requirements.
• Other duties as assigned.

Skills

Attention to detail

Organizational skills

Independent worker

Teamwork

Education

High school diploma

Associate’s Degree (preferred)

Tools

Microsoft Office

Google Workspace

Spreadsheet skills

Job description

JOB TITLE: Accounts Payable Central Office Secretary

BUILDING: Clio Area Schools Central Office

SUMMARY: The District is seeking a highly organized, detail-oriented, and dependable individual to serve as the Accounts Payable Secretary in the District’s Central Office.

This position is responsible for coordinating and processing the District’s accounts payable and purchasing functions while maintaining accurate financial records and providing excellent service to District employees, vendors, and community partners. The successful candidate must demonstrate a high level of accuracy, confidentiality, professionalism, organization, and the ability to manage multiple deadlines and priorities.

The Accounts Payable/Purchasing Secretary works collaboratively with Central Office administrators, building administrators, secretarial staff, and other District employees to ensure that District purchasing and payment procedures are completed accurately, efficiently, and in accordance with District policies, procedures, grant requirements, and applicable state and federal requirements. Other duties as assigned by Central Office Administrators.

REQUIRED QUALIFICATIONS:

• High school diploma
• Demonstrated experience with accounts payable, bookkeeping, accounting, purchasing, payroll, or related financial functions.
• Strong computer skills, including proficiency with Microsoft Office and/or Google Workspace.
• Strong spreadsheet skills, including the ability to organize, review, and analyze financial information.
• Excellent organizational and time-management skills
• Strong attention to detail and commitment to accuracy
• Ability to manage multiple tasks and deadlines simultaneously
• Ability to work independently while also functioning effectively as part of a Central Office team

PREFERRED QUALIFICATIONS:

• Associate’s Degree (or at least 60 semester hours)
• Ability to work effectively and cooperatively with teaching staff.
• Good oral and written communications skills.
• Previous accounts payable, bookkeeping, purchasing, or accounting experience.
• Previous experience working in a Michigan public school district, intermediate school district, municipality, or other governmental organization.
• Experience with school district financial management software.
• Knowledge of Michigan public school accounting practices.
• Experience processing purchase orders and vendor payments.
• Experience with grant-funded expenditures.
• Experience preparing financial documentation for audits.
• Knowledge of governmental fund accounting and school district financial procedures.

RESPONSIBILITIES:

• Receive, review, and process invoices for payment
• Verify invoices for accuracy, appropriate documentation, authorization, and applicable purchase orders.
• Match purchase orders, invoices, packing slips, and other supporting documentation prior to processing payment.
• Enter accounts payable transactions accurately and timely into the District’s financial management system.
• Prepare and process District check runs and/or electronic vendor payments in accordance with established procedures.
• Maintain accurate accounts payable records and supporting documentation.
• Research and resolve invoice discrepancies, duplicate payments, credits, and other vendor account issues.
• Communicate with vendors and District staff regarding invoices, payment status, account questions, and documentation.
• Maintain appropriate documentation for District credit card and purchasing card transactions.
• Assist with preparation and maintenance of annual 1099 records and reporting.
• Maintain vendor files, including W-9 documentation and other required records.
• Review vendor statements and resolve outstanding balances or discrepancies.
• Assist with year-end accounts payable procedures and closing outstanding purchase orders.
• Maintain records in accordance with District record-retention requirements.
• Other duties as assigned.

CONDITIONS OF EMPLOYMENT:

Full time 40 hours per week in accordance with the Administrative Secretary Contract.

It is the policy of the Clio School District that no person shall on the basis of race, color, national origin, sex, or handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity and in employment. Any questions concerning Title IX of the Education Amendments of 1972, which prohibits discrimination on the basis of handicap, should be directed to: Mrs. Carrie Sekelsky, Assistant Superintendent of Business, Clio Area Schools, 1 Mustang Drive, Clio, Michigan 48420.