Anticipated – Administrative Assistant – Business Office and Accounts Payable

Anticipated - Administrative Assistant – Business Office and Accounts Payable

JobID: 1378

Position Type: Secretarial/Clerical/ Accounts Payable/Business Office

Date Posted: 3/24/2026

Location: Educational Service Center

Date Available: Upon Board Approval

Closing Date: 04/07/2026

PURPOSE

Ensure all district invoices are processed, approved, and paid. Monitor budget balances and bring issues to the attention of the business office administrators. Communicate with principals, department leaders, and others with responsibility for district spending to ensure they have information needed to manage expense allocations. To perform general support duties as assigned.

QUALIFICATIONS TRAINING AND EXPERIENCE

Associate’s degree or equivalent college coursework or work experience required. Bachelor’s degree preferred. A thorough knowledge of general office operational procedures is required. Accuracy with mathematical calculations is essential. Experience with personal computer applications, including Microsoft Office & Teams, e‑mail, and internet applications is essential. Knowledge of enterprise‑level accounting systems is desired. General accounting knowledge is desired.

GENERAL

Understand accounting tasks requiring substantial judgment and have analytical ability to ensure that financial information is valid and internal control is maintained according to generally accepted accounting principles and vendor relationships are sound. Knowledge of business machines, office equipment, and record keeping/accounting. Able to use basic computer software applications and data entry procedures. Able to perform basic mathematical computations and statistical analysis. Possess the ability to work cooperatively with others. Mature and able to deal effectively with the public, vendors, and staff. Self‑motivated with the ability to work independently within the limits of assigned responsibilities. Organizational skills are required to plan workload. Understands the importance of and can practice confidentiality. Ability to handle multiple tasks and function efficiently and effectively under pressure. Receipt of current, favorable clearances including Pennsylvania State Criminal History (Act 34), Federal Criminal History (FBI – Fingerprinting – Act 114), Pennsylvania Child Abuse (Act 151), and Sexual Misconduct and Abuse Disclosures (Act 168).

REPORTABILITY

Reportable to the Accounting Services Manager and Director of Business Operations.

EVALUATION

Completed by the Chief Financial and Operations Officer (CFOO) and the Director of Finance.

COMPENSATION

Administrative Assistants, Hourly, Full‑time, 8 hours per day / 260 days per year.

PERFORMANCE RESPONSIBILITIES

Involves accounting tasks requiring substantial judgment and analytical ability to ensure that financial information is valid, and internal control is maintained according to generally accepted accounting principles and that vendor relationships are sound.

ACCOUNTS PAYABLE

• Organize, process, and maintain purchase order payment documentation and vendor remittance data.
• Prepare documents for payment by verifying and calculating statistical information.
• Gather backup information and documentation and process invoices for travel payments/reimbursements, purchase orders, direct payments, utilities, cellular phones, and construction contracts.
• Process payment of invoices within the time frame allotted by district policy and ensuring that available discounts are obtained.
• Communicate and work directly with buyers and administrators to ensure funds are transferred to appropriate purchase orders for invoice payment.
• Serve as liaison between school district and vendors, communicating discrepancies to the appropriate individuals.
• Maintain account records and sign‑out sheets for the district credit card and all vendor accounts.
• Reconcile all district credit card account statements and ensure purchase orders, and substantiating documentation such as invoices, sales receipts, or order confirmations have been received from the department/staff member utilizing credit account.
• Manage procurement card process for district employees.
• Maintain records for procurement cards issued to employees.
• Disseminate monthly statements to users.
• Reconcile statements, verifying the accuracy of the supporting documentation and assigning account codes as needed.
• Prepare information for posting in the district's financial software as a manual payment.
• Analyze monthly vendor statements and maintain contact with vendors to ensure accounts are current.
• Analyze reports for accuracy in account/invoice/payment information.
• Analyze and resolve discrepancies that occur with vendor accounts.
• Void/reissue check payments as necessary.
• Verify vendor data contained in daily, weekly, monthly, and year‑end reports for accuracy and detail.
• Process 1099 and other vendor forms.
• Suggest and initiate modifications to improve workflow and/or procedures.
• Assist in determining procedures for handling unique problems.
• Work directly with all levels of school district personnel in requesting proper documentation for processing payments.
• Prepare invoices for approval at the monthly Board of School Directors' meeting.

PURCHASE ORDERS

• Maintain purchase order files and encumbrances from requisitions approved by CFOO - Board Secretary and maintain numerical file of same.
• Maintain and update vendor database.
• Check open purchase orders monthly.
• Finalize purchase orders that are complete and verify open purchase orders.
• Run department year‑end reports.

ACCOUNTING / BUSINESS OFFICE SUPPORT

• Support Director of Finance in performing general accounting and record‑keeping functions.
• Support the CFOO in developing and managing RFP processes.
• Process credit applications and sales tax‑exempt forms, and issue W9 to vendors upon request and maintain files of documents processed/created.
• Obtain Certificates of Liability from district insurance agent as requested by vendors and maintain Evidence of Insurance files for district service providers/on‑site vendors or facility rental customers.
• Maintain copy paper stock for the building and reorder as needed.
• Order all pre‑printed envelopes, check stock and deposit ticket books for the Educational Service Center and outlying school buildings.
• Notify district Post Offices of building schedule changes during winter holiday and summer.
• Maintain updated master supply lists, bid specifications and bid award documents.
• Research cooperative purchasing opportunities.

GENERAL DUTIES

• Prepare correspondence and other projects and reports as directed by the Accounting Services Manager / Director of Business Operations.
• Cover receptionist duties as assigned.
• Perform other duties as assigned by the Director of Finance/CFOO.

POSITION SPECIFICATIONS

PHYSICAL DEMANDS

• Occasional driving to school district offices, classrooms, regional offices, and community locations.
• Frequent walking throughout buildings including climbing up and down stairs.
• Standing for extended periods of time.
• Moderate lifting from 15 to 30 pounds.
• Manual dexterity to use office equipment.
• Repetitive movement of fingers and hands for keyboarding.

SENSORY ABILITIES

• Visual acuity to read correspondences, computer screen.
• Auditory acuity to be able to use telephones, participate in various meetings.
• Ability to speak clearly and distinctly.

TEMPERAMENT

Ability to work as a member of a team. Must be courteous and able to effectively communicate with staff, vendors, and the community. Must be cooperative congenial and service‑oriented, and promote these qualities in the department. Ability to work in an environment with frequent interruptions.

COGNITIVE ABILITIES

• Ability to follow written and verbal directions.
• Ability to complete assigned tasks with minimal supervision.
• Ability to read, write and do complex computations.
• Ability to use correct grammar, sentence structure and spelling.
• Ability to organize work setting efficiently accomplish tasks.
• Ability to work independently, exercise appropriate initiative, and make work‑related decisions.
• Ability to exercise good judgment in prioritizing tasks and work efficiently on those tasks.
• Ability to communicate effectively at all organizational levels.

SPECIFIC SKILLS

• Ability to operate office equipment.
• Ability to use technology efficiently and learn new technology implemented by the district.
• Must recognize and appropriately handle confidential information.
• Ability to work in a complex environment with varied changing, service demands.

LICENSE

Valid driver’s license.

COMMENTS

Position holder must have a friendly, helpful, caring personality. Position holder has access to information for the Spring Grove Area School District.

NOTE

The position specifications described here are the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.