TITLE:    Accounts Payable/Administrative Assistant

QUALIFICATIONS:    

1. High school diploma required; Associate's degree in accounting, business administration, or a related field preferred.
2. Minimum of three (3) years of progressively responsible experience in accounts payable, accounts receivable, bookkeeping, or school business operations preferred.
3. Knowledge of New Jersey school finance procedures, accounting practices, purchasing regulations, and the Public School Contracts Law preferred.
4. Proficiency with Microsoft Office, Google Workspace, Systems3000, and other business office technology.
5. Excellent organizational, analytical, customer service, and communication skills.
6. Ability to maintain confidentiality and exercise sound judgment.
7. Required criminal history background check and proof of U.S. citizenship or legal resident alien status, and Mantoux verification.
8. Current residency in New Jersey, approved residency waiver, or the candidate agrees to obtain residency within one (1) year of employment.

REPORTS TO:    Assistant Superintendent of Business

JOB GOAL:To provide accounting, purchasing, accounts payable, accounts receivable, and administrative support while promoting efficient financial operations, maintaining regulatory compliance, supporting sound internal controls, and providing exceptional customer service to district staff, vendors, and the public.

PERFORMANCE RESPONSIBILITIES:

A. Accounts Payable & Purchasing

1. Process purchase requisitions and purchase orders in accordance with Board policy, administrative regulations, and the New Jersey Public School Contracts Law.
2. Commit, print, distribute, and electronically transmit purchase orders to vendors.
3. Review purchasing documents for completeness and compliance.
4. Match invoices with purchase orders and receiving documentation.
5. Prepare payment vouchers and monthly Bills Lists.
6. Process check runs, ACH payments, and Positive Pay files.
7. Resolve vendor billing discrepancies and reconcile vendor statements.
8. Maintain vendor files, W-9 forms, and the District's Amazon Business account.
9. Monitor open purchase orders and assist departments with closing outstanding encumbrances.
10. Maintain purchasing records in accordance with the New Jersey Records Retention Schedule.

B. Accounts Receivable

1. Prepare invoices for tuition, shared services, facility rentals, grants, and other district receivables.
2. Receive, record, and reconcile payments.
3. Monitor outstanding balances and assist with collection efforts as directed.
4. Prepare bank deposits as assigned.
5. Maintain accurate accounts receivable records and reports.

C. Financial Operations & Reporting

1. Assist with monthly bank reconciliations.
2. Assist with monthly and year-end financial reporting.
3. Prepare reports requested by administrators, auditors, and state agencies.
4. Assist with year-end closing procedures.
5. Assist with preparation for the annual independent audit.
6. Assist with grant expenditure tracking and related financial reporting.
7. Maintain accounting records and supporting documentation.

D. Vendor Management

1. Maintain the District vendor database.
2. Coordinate vendor setup and updates.
3. Verify vendor eligibility through required state systems, including The Wall.
4. Maintain vendor compliance documentation, including Business Registration Certificates, Affirmative Action forms, Chapter 271 disclosures, insurance certificates, and other required documentation.
5. Respond to vendor inquiries and assist staff with purchasing procedures.

E. Administrative Support

1. Answer telephone calls, greet visitors, and provide administrative support to the Business Office.
2. Prepare correspondence, reports, memoranda, and forms.
3. Serve as backup for attendance administration.
4. Serve as the District NJDOE Homeroom Administrator for assigned applications.
5. Maintain organized paper and electronic filing systems.
6. Cross-train with other Business Office personnel to ensure continuity of operations.

F. Technology & Financial Systems

1. Maintain financial information within the District's accounting systems.
2. Assist with implementation and administration of electronic payment systems.
3. Support financial software updates and testing.
4. Maintain electronic financial records and document management systems.

G. Compliance & Confidentiality

1. Maintain strict confidentiality of financial, personnel, and student information.
2. Ensure compliance with Board policy, state and federal regulations, and established accounting procedures.

H. Other Responsibilities

1. Perform such other duties as may be assigned by the Assistant Superintendent of Business or Superintendent.

TERMS OF EMPLOYMENT:    Twelve Months

EVALUATION:    Performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on evaluation of certified staff.

APPROVED BY:     The Salem City Board of Education
 

FLSA Status:       Non-exempt


 

Wage or Salary Information

Salary Range $50,000 to $60,000

Benefits Information

Enrollment in PERS (Public Employees' Retirement System) and Group Life Insurance   through NJ Department of Pensions and Benefits

AmeriHealth New Jersey Educators Health Plan (Medical)

Benecard (Prescription)

Delta Dental (Dental)

Ameriflex (FSA) Flexible Spending Account

Opt-Out of Benefits Annual Waiver. Range: up to $5,000 per year

Twelve Paid Sick days, Three Personal Days, Fifteen Vacation days given annually.

Eligibility for enrollment in 403b Tax Shelter Annuity Plans. Vendors: MetLife/Brighthouse, Equitable,Midland or Lincoln Investment Planning.

Eligibility for enrollment in Disability, Life, Accident, Cancer, Critical Illness, Hospital Confinement Plans with Colonial Life Insurance.

Eligibility for enrollment in Disability Insurance with Prudential, Colonial Life, or AFLAC.