California Independent Schools Business Officers Association

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Accounts Payable Administrator/Accounting Assistant

  • 29 Sep 2017 9:41 AM
    Message # 5287631

    On the foundation of the highest academic standards and Jewish ethical and spiritual values, Milken Community Schools develops students with sharp minds, generous hearts and kind souls.  We value each member of our pluralistic community while we foster a deep connection to Israel, a lifelong dedication to the Jewish people, and a passionate commitment to the service of humanity and the perfection of God’s world.

    Milken Community Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, place of national origin, sex, age, sexual orientation or physical handicap in it employment practices.

    The Accounts Payable/ Payroll Assistant reports to the Controller and is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures as well as assisting with the processing of Paycom payroll.

    Accounts Payable Duties:

    Perform the day-to-day processing of accounts payable transactions to ensure Milken finances are maintained in an effective, up to date and accurate manner.

    • Receive and verify invoices and requisitions for goods and services
    • Verify that transactions comply with financial policies and procedures
    • Identify discrepancies and resolve billing issues
    • Charge expenses to accounts and departments by analyzing invoice/expense reports
    • Process check requests approved for payment, obtain signatures and mail checks as appropriate
    • Maintain accounts payable files
    • Enter invoices for payment
    • Manage the weekly check run
    • Match invoices to checks and obtain all signatures for checks
    • Scan invoices, approval and check stub into the system.
    • Prepare vendor checks for mailing
    • Prepare manual checks as and when required
    • Prepare and mail out 1099s for vendors
    • Distribute credit information to vendors
    • Maintain updated vendor files
    • Reconcile school credit card accounts

    Payroll Duties:

    ·         Assist with set up and maintenance of employees in Paycom.

    ·         Maintains payroll information by collecting, calculating, and entering data

    ·         Update payroll records by entering changes in exemptions, insurance  coverage, and job title

    ·         Input changes in Paycom such as vacation, sick hours, new hire, termination, and other personnel related information.

    ·         Prepare and submit semi-weekly payroll via Paycom online payroll system.

    ·         Calculate and prepare manual checks as needed

    ·         Scan annual employment contracts and other related documents into Paycom

    Other Duties and Responsibilities

    • Receive and record all cash receipts
    • Disperse petty cash to employees and keep track of petty cash drawer. Follow up with employees for receipts
    • Process requests for certificates of insurance
    • Assist the Controller with the annual financial statement audit as needed
    • Assist in distributing departmental budgets
    • Scan and save all bank deposits into accounting database
    • Distribute Business Office mail
    • Miscellaneous administrative tasks as needed

    Qualifications / Experience Required:

    • Intermediate knowledge of principles of accounting and business office practices
    • Experience as accounts payable clerk
    • Ability to maintain a high level of accuracy in preparing and entering financial information
    • Ability to maintain confidentiality concerning financial and employee files
    • Effective oral and written communication skills, with excellent interpersonal skills
    • Strong research and analysis skills
    • Experience with MS Office
    • Knowledge of database software (especially Blackbaud Financial Edge) preferred
    • Ability to work in a team environment
    • Willingness to grow knowledge base through training and professional development


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