Business office administrative assistant / accounts payable

Position Opening: Business Office Administrative Assistant / Accounts Payable Specialist

Location: Aliquippa Elementary School Reports To: Business Manager Terms of Employment: 12-Month, Full-Time Position Start Date: TBD Salary: $40,000-$50,000

Position Summary

The Aliquippa School District is seeking a highly organized and detail-oriented Assistant Business Manager / Accounts Payable Specialist to support the efficient and accurate management of district financial operations. This position assists the Business Manager in administering all aspects of the district’s fiscal affairs—including budgeting, accounting, purchasing, payroll oversight, and reporting—while maintaining accurate, compliant, and timely financial records.

Essential Responsibilities

Accounts Payable and Financial Operations

• Process and manage invoices, purchase orders, and expense reimbursements in a timely and accurate manner.
• Plan with departments to ensure all invoices and supporting documentation are properly approved.
• Liquidate purchase orders and reconcile receipts, expenditures, and account coding.
• Communicate with vendors and district staff to resolve invoice or payment discrepancies.
• Perform weekly deposits of cash, checks, and money orders.
• Prepare and post journal vouchers and entries to the general ledger.
• Maintain accurate documentation and vendor files for all financial transactions.
• Oversee and reconcile district credit card accounts monthly.
• Prepare, review, and distribute annual 1099 forms.
• Assist in audit preparation and provide required documentation to auditors.
• Support processing of ACH and wire payments and assist with vendor setup and tracking.

Accounting, Budgeting, and Reporting

• Assist the Business Manager in developing and monitoring district fiscal policies, procedures, and internal controls.
• Prepare and review monthly bill lists and supporting materials for board approval.
• Record revenues and financial adjustments in the accounting system.
• Support the completion of the Annual Financial Report and federal program submissions.
• Assist with financial projections, budget transfers, and maintenance of the chart of accounts.
• Provide financial data for Child Accounting, PIMS, and state/federal reporting.
• Participate in pre-audit reviews and support external audits.

Payroll and Oversight (Support Role)

• Support payroll operations including data entry, reconciliation, and reporting accuracy.
• Maintain current knowledge of legislative and procedural changes impacting payroll and accounting functions.
• Assist with quarterly and annual payroll reporting as needed.

Communication and Process Improvement

• Collaborate with district departments and administrators to improve efficiency of financial operations.
• Participate in monthly Business Office meetings to coordinate fiscal processes and upcoming projects.
• Maintain confidentiality and ensure compliance with all applicable federal, state, and local financial regulations.
• Perform additional duties as assigned by the Business Manager or Superintendent.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Management, or related field (required).
• 3–5 years of experience in accounting or financial operations (school district or public sector experience preferred).
• Demonstrated proficiency in Microsoft Excel, Google Workspace, and accounting software systems.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills.
• High level of professionalism, confidentiality, and integrity.

Work Environment

• Typical office environment with frequent interaction with staff and vendors.
• May require sitting or standing for extended periods.
• Occasional lifting of up to 15 pounds.
• Regular use of computer, telephone, and standard office equipment.

Application Procedure

Interested applicants should submit the following:

• Letter of interest
• Resume
• PA Standard Application (if applicable)
• Three professional references
• Copies of clearances (PA Criminal Record Check, Child Abuse, FBI Fingerprint)

Submit materials to: Dr. Phillip Woods, Superintendent Email: [email protected]

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Work Location: In person