Accounts Payable And Open Enrollment Coordinator

JOB SUMMARY

This highly specialized position serves the Executive Director of Business, Finance, and Operations And performs all functions relating to Accounts Payable and Open Enrollment in the Districts’ business office.

The position leads the district’s Accounts Payable accounting tasks which includes the district-wide management of purchase orders, receiving, and invoice entry for all final payments. Prior to issuing of Accounts Payable checks or making ACH payments, this position ensures consistent recording of all expenditures in accordance with district policy.

Work in this position is differentiated from other financially oriented positions in that the employee is allowed greater independence in the application of more complex Accounts Payable techniques. Work in this position involves the application of accounting principles while pre-auditing various financial claims to be paid by the School District. Work in this position involves accounting duties requiring a working knowledge of governmental practices and principles within clearly established accounting systems and procedures. Work is normally reviewed in part for technical accuracy for results obtained and/or technical accuracy primarily through verification of financial records and statements and through periodic internal audits and approvals. The position reviews problems involving departure from standard policy and procedure with the District Accountant and the Executive Director of Business, Finance, and Operations.

This position serves as the District Liaison for Open Enrollment. This highly specialized position processes all Open Enrollment documentation for the Manitowoc Public School District, including processing and recording for all Open Enrollment Applications, coordinating Open Enrollment approvals across the district, and communicating with other districts to ensure all required reporting for Open Enrollment is verified and completed both for districts state-wide and MPSD enrollment reporting.

The position applies considerable independent judgment based upon knowledge gained through experience in the performance of assigned duties. To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.

This position works eight (8) hours per day, year round, and may require some overtime.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

Essential Job Functions Accounts Payable Coordinator:

● Processes invoices, bills, statements, internal vouchers and all other requests for payment from the business office

● Processes and mails checks for various payroll deductions, garnishments, and benefits to the appropriate insurance and annuity companies.

● Collaborates with the reconciliation of benefits with the Benefits Coordinator and the Director of Business Services to ensure accuracy in the use of balance sheet accounts.

● Collaborates with the Accountant to complete monthly cash reconciliations.

● Creates ACH bank files and coordinates uploads the file to the bank.

● Assists with second point of approvals for payroll transmittal files.

● Checks invoices, discounts, purchase orders, and quotations to verify accuracy of amounts to be paid through Accounts Payable

● Answers questions regarding payment of invoices, backorders and other Accounts Payable related procedures

● Prepares a list of expenditures for formal approval by the Board of Education

● Writes letters, emails, memos, and answers questions regarding returned supplies and materials, credit memos, back orders, billing and statement errors

● Maintains current vendor file, including formal name, address, telephone information and federal tax identification numbers

● Maintains files of paid invoices and purchase orders, current and past history as required by law

● Prints Accounts Payable checks and check register; signs checks on check signer and distributes checks by mail or inter-school delivery

● Records ACH Accounts Payable withdrawals

● Codes invoice in accordance with the WUFAR accounting system and posts invoices to appropriate expenditure accounts.

● Prepares information in response to requests for payment histories

● Records and posts invoices to appropriate accounts and back up files on the computer when necessary

● Provides various staff members with cost and expense information regarding contracted services, supplies and materials, equipment and capital projects previously purchased by the District

● Prepares calendar year-end 1099 forms according to IRS regulations

● Creates and maintains process documents

Essential Job Functions Open Enrollment Coordinator:

● Keep an updated record of district wide current Open Enrollment students.

● Process and verify district wide Open Enrollment In and Out applications by communicating with state-wide districts.

● Communicates with families via phone, email, or mail to update/inform them of any Open Enrollment updates or status changes.

● Communicates with district wide secretaries and principles to verify application information, and space is available for possible incoming students.

● Maintains federal Open Enrollment (OPAL) & Homeschool (HOMER) websites ;

○ Enters district wide applications

○ Updates district wide actively open enrolled students application statuses throughout the school year.

○ Verifies with state-wide school districts that information inputted into the OPAL system is current and correct.

○ Conducts verifications within the system on third Friday & second Friday enrollment count dates.

○ Verifies with district wide secretaries that families have provided the required documentation to the state for HOMER reporting.

● Reconciles all In and Out Open Enrollment applications for the third Friday & second Friday enrollment count dates, and assists with state reporting as needed.

● Maintains in combination with district wide secretaries, Infinite Campus, the student tracking portal in regards to student Open Enrollment status.

Cross-Training

● This role serves as the back-up to the Secretary to the Director of Business Services.

Essential Job Functions Across All Areas of Responsibility

● Develops effective working relationships with people with the ability to be empathetic and show patience with customers and employees

● Appropriately plans for scheduling and completing tasks and completes tasks in a timely manner

● Works closely with other secretaries in the administration office to create a harmonious and efficiently run office

● Maintains the district's standards relative to confidentiality

● Uses good judgment in making decisions in accordance with regulations, ordinances, laws, and established District policies

● Attends to the safety and well-being of all students and staff, including but not limited to, the use of universal precautions as per blood borne pathogens training.

● Operates office equipment in a proper and responsible manner

● Performs other duties as assigned by the Executive Director of Business & Operations

PREFERRED QUALIFICATIONS :

1. Post high school education; Associate's Degree preferred in accounting, business, or similar field.

2. Minimum three years related experience preferred

3. Above average skills in Microsoft Office Suite and Google Suite, specifically in the use of spreadsheets.

4. Demonstrated above average customer service skills

5. Ability to prioritize and work both independently and as part of a collaborative team.

6. Exceptional interpersonal skills along with strong oral/written communication skills

7. Attention to detail with the ability to maintain a high level of accuracy

8. Ability to deal with sensitive information with discretion and to maintain confidentiality

9. Ability to operate a variety of office equipment including printers, scanners, fax machines, etc.

10. Flexible, open to change and improved processes to enhance efficiency

11. Commits to and contributes to a positive culture aligned with the district’s core values.

FUNCTIONAL JOB ANALYSIS AND DESCRIPTIONS :

LANGUAGE SKILLS:

The ability to read and interpret documents such as computer operating manuals, technical assessment reports, and policy and procedure manuals.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY :

Ability to apply common sense understanding to carry out detailed written or oral instructions as well as instructions in diagram or schedule form. Ability to deal with problems involving a variety of concrete variables in situations where only limited standardization exists.

OTHER SKILLS ABILITIES :

Must have excellent communication, computer and interpersonal skills. Must have the ability to learn and utilize new software programs as systems are upgraded. Typing is required with good grammatical spelling and punctuation. Must be able to pass a words per minute typing test during the interview process. Ability to develop effective working relationships with co-workers, staff, and the related public. Ability to communicate clearly and concisely, both orally and in writing. Ability to effectively attend to multiple tasks at one time while maintaining a calm disposition. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, office tools, and controls. The employee is required to ascend and descend flights of steps while carrying up to 15 pounds. The employee must frequently lift and/or move up to 15 pounds. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision (such as to read smaller font typed material), color vision, and depth perception.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate with some exposure to loud noise.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Job Type: Full-time

Pay: $17.91 - $24.42 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan
• Vision insurance

Experience level:

• 3 years

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Manitowoc, WI: Relocate before starting work (Required)

Work Location: In person