Job Description

Position / Title: Accounts Payable Secretary C Bargaining Unit: DUSADepartment/Location: Financial ServicesCalendar Days: 260Reports To: Manager of Accounts Payable and Director of Financial Operations JD Revision Date: 02/24/2026Supervises: N/A

Function / Position Summary

Ensure timely and accurate payment of approved invoices in accordance with district policy. Provide secretarial support for the Financial Services department. Exercise strong time management, multitasking, and prioritizing skills while utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.

Job Duties / Responsibilities

• Review for accuracy and process invoices submitted for payment from the entire district, including the gathering of purchasing card receipts from district staff members and submitting to the Manager of Accounts Payable for reconciliation.
• Communicate with outside vendors and staff members about payments, including researching payments to vendors.
• Assist auditors during annual audit of district financial records by CPA firm (where applicable).
• Batch and balance accounts payable register daily.
• Assist in preparing the list of bills for semi-monthly approval by the Board of Education.
• Compile, record, and reconcile data and all other documents/forms/reports as required for the daily operation of the department as assigned.
• Prioritize tasks to maintain timelines on a variety of projects as assigned.
• Receive, sort, and disseminate correspondence for and/on behalf of the Accounting Department.
• Participate in related training when offered by the district.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Accounting background and/or excellent math skills.
• Two years of accounting experience preferred.
• Bilingual - Spanish/English (written/verbal) preferred.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with Skyward preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact withstaff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community anddistrict officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12-month position.
• Salary and benefits as established by the Board of Education.
• The starting salary for this role is $18.65/hr.