Lake County Schools Consortium
Accounts Payable - Administrative Assistant
Lake County Schools Consortium, Libertyville, Illinois, United States, 60092
Position Type:
Secretarial/Clerical/Secretary - 12-Months
Date Posted: 6/24/2025
Location: District Office
Date Available: 07/01/2025
District: North Shore School District 112 Mission Statement
The mission of North Shore School District 112, a community partnership committed to a world-class education, is to nurture every child to become an inspired learner, a well-rounded individual and contributing member of a global community by striving for excellence within an environment that fosters innovation, respect, engagement and intellectual inquiry.
Primary Function:
The Accounts Payable Administrative Assistant manages the day-to-day processing of invoices, accounts payable checks, and other purchasing-related duties.
Essential Functions: Assist in managing the financial accounting system, maintaining a complete and systematic set of records of all financial transactions. Process purchase orders in a timely manner, working with multiple requisitioners across the District using Skyward. Coordinate with district secretaries to obtain receiving documentation and to assist in all related duties associated with purchase orders. Prepare and mail accounts payable checks, electronic, virtual card payments and related transactions, including coordinating release schedule for district bills. Process invoices received by email or mail. Complete monthly District purchasing card reconciliation Manage requests for new P-cards and lost cards, address fraudulent charges, and maintain the P-card list for the District. Support the Director of Finance & Assistant Superintendent for Finance in all requests for bid/proposal Conduct regular reviews of accounts payable process to assure accuracy and efficiency, including duplicate/obsolete vendors Assist in preparing for and cooperating with audits. Assist in preparing internal financial reports and monthly Bill List for the Board of Education presentation. Process 1099's and yearly report. Maintain postage meter records. File accounts payable records, working toward fully electronic records. Perform related duties as directed by the Director of Finance or his/her designee.
Send W9 requests to new vendors. Enter W9's into the vendor master and maintain W9 file. Process yearly vendor report for publication. Order office supplies as needed for the district office. Qualifications:
Clear understanding of and experience with State and School District purchasing policies and laws Experience with paperless purchasing and payment processes Computer proficiency (databases, email, Microsoft Office, Google functions, excel spreadsheets, website, Internet, etc.) Excellent organizational and time management skills. Advanced keyboarding skills. Excellent telephone and clerical skills. Ability to independently manage processes and projects. Excellent communication and interpersonal skills. Demonstrated ability to maintain confidentiality as appropriate and required. Skyward Financial system experience preferred. Physical Demands:
While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear. The employee is frequently required to stand; walk, operate office and computer equipment; reach with hands and arms and will repeat actions with the same hand, arm or finger motion. Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of computer monitors is required. The employee may occasionally lift up to 20 pounds. The position requires working to meet unyielding deadlines, interacting with the public and staff, and working irregular or extended work hours. The employee is responsible for the safety, well-being, and work output of others. Frequent writing is required. Work Environment:
The noise level in the work environment is usually moderate. However, on occasion, the noise level will be loud. Work is conducted indoors.
Work Conditions:
Salary:
$26.20 plus excellent benefits including IMRF Retirement Pension Service Credit, paid sick, personal, bereavement leave, and other benefits in a 8 hour paid work day per the NSSA Collective Bargaining Agreement.
Application Procedure:
Apply online by completing the on line application and uploading support materials. PLEASE NO CALLS OR EMAILS.
Selection Process:
The administrator will review online applications and supporting materials and the administrator will call individuals for interviews. After initial interviews, a candidate will be recommended for a second virtual interview with the Director of Personnel Services. If selected the candidate will be recommended for hire to the Board of Education.
The North Shore School District is an Equal Opportunity Employer
Date Posted: 6/24/2025
Location: District Office
Date Available: 07/01/2025
District: North Shore School District 112 Mission Statement
The mission of North Shore School District 112, a community partnership committed to a world-class education, is to nurture every child to become an inspired learner, a well-rounded individual and contributing member of a global community by striving for excellence within an environment that fosters innovation, respect, engagement and intellectual inquiry.
Primary Function:
The Accounts Payable Administrative Assistant manages the day-to-day processing of invoices, accounts payable checks, and other purchasing-related duties.
Essential Functions: Assist in managing the financial accounting system, maintaining a complete and systematic set of records of all financial transactions. Process purchase orders in a timely manner, working with multiple requisitioners across the District using Skyward. Coordinate with district secretaries to obtain receiving documentation and to assist in all related duties associated with purchase orders. Prepare and mail accounts payable checks, electronic, virtual card payments and related transactions, including coordinating release schedule for district bills. Process invoices received by email or mail. Complete monthly District purchasing card reconciliation Manage requests for new P-cards and lost cards, address fraudulent charges, and maintain the P-card list for the District. Support the Director of Finance & Assistant Superintendent for Finance in all requests for bid/proposal Conduct regular reviews of accounts payable process to assure accuracy and efficiency, including duplicate/obsolete vendors Assist in preparing for and cooperating with audits. Assist in preparing internal financial reports and monthly Bill List for the Board of Education presentation. Process 1099's and yearly report. Maintain postage meter records. File accounts payable records, working toward fully electronic records. Perform related duties as directed by the Director of Finance or his/her designee.
Send W9 requests to new vendors. Enter W9's into the vendor master and maintain W9 file. Process yearly vendor report for publication. Order office supplies as needed for the district office. Qualifications:
Clear understanding of and experience with State and School District purchasing policies and laws Experience with paperless purchasing and payment processes Computer proficiency (databases, email, Microsoft Office, Google functions, excel spreadsheets, website, Internet, etc.) Excellent organizational and time management skills. Advanced keyboarding skills. Excellent telephone and clerical skills. Ability to independently manage processes and projects. Excellent communication and interpersonal skills. Demonstrated ability to maintain confidentiality as appropriate and required. Skyward Financial system experience preferred. Physical Demands:
While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear. The employee is frequently required to stand; walk, operate office and computer equipment; reach with hands and arms and will repeat actions with the same hand, arm or finger motion. Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of computer monitors is required. The employee may occasionally lift up to 20 pounds. The position requires working to meet unyielding deadlines, interacting with the public and staff, and working irregular or extended work hours. The employee is responsible for the safety, well-being, and work output of others. Frequent writing is required. Work Environment:
The noise level in the work environment is usually moderate. However, on occasion, the noise level will be loud. Work is conducted indoors.
Work Conditions:
Salary:
$26.20 plus excellent benefits including IMRF Retirement Pension Service Credit, paid sick, personal, bereavement leave, and other benefits in a 8 hour paid work day per the NSSA Collective Bargaining Agreement.
Application Procedure:
Apply online by completing the on line application and uploading support materials. PLEASE NO CALLS OR EMAILS.
Selection Process:
The administrator will review online applications and supporting materials and the administrator will call individuals for interviews. After initial interviews, a candidate will be recommended for a second virtual interview with the Director of Personnel Services. If selected the candidate will be recommended for hire to the Board of Education.
The North Shore School District is an Equal Opportunity Employer