AP Representative - Pacific Ridge School

Accounts Payable Representative
Status: Part-Time, Non-Exempt
Reports To: Accounting Manager
Revision Date: 09/26/2024

At Pacific Ridge School, our mission statement drives all of our work: In a community that fosters academic excellence, ethical responsibility and global engagement, Pacific Ridge School prepares students for college and a purposeful life.

Position Summary
The AP Representative plays a crucial role in meeting the day-to-day needs of the School’s Business Office. This position requires trustworthiness with confidential information, flexibility, and a willingness to serve in various aspects of the business. The AP Representative should be a strong communicator, a self-starter, and possess a demonstrated ability to multi-task and switch between functions seamlessly. The ideal candidate will also be detail-oriented, a team player, and have experience working in an office setting, preferably in accounting.

Essential Duties and Responsibilities (include, but are not limited to, the following):

Accounts Payable

• Maintain vendor accounts and relations
• Code and enter invoices and check requests
• Upload csv. files to issue payments through 3rd party payment processor
• Handle vendor-related inquiries and issues
• Process 1099s tax return for vendor at calendar year end
• Create and maintain a weekly payables report for management review
• Communicate regularly with budget managers, the Controller, and the CFO/OO regarding upcoming payments and outstanding invoices

Reconciliation and Reporting

• Enter checks into the Positive Pay system to prevent fraud and ensure secure payment processing
• Reissue stale-dated checks, and manage disbursement cancellations as needed
• Reconcile payments received via Venmo for student led initiatives ensuring accuracy and communication to stakeholders
• Provide support and assistance during financial audit for inquiries related to accounts payable functions
• Keep track of recurring vendors for proper monthly accruals
• Assist with quarterly use tax returns for payables that require sales tax remittance
• Collaborate with filing business property tax returns for fixed asset invoices

Communication and Collaboration

• Support the Accounting Manager during the month-end close process by gathering necessary documentation and assisting with additional tasks to facilitate an efficient close
• Responsible for creating and maintaining the accounting files by fiscal year
• Other administrative duties as assigned

Qualifications

• 1-3 years of experience in Accounts Payable or other administrative role
• Proven track record of excellent work ethic, strong communication skills, personal drive, ability to multi-task and attention to detail
• Able to relate well with all School constituents and to provide timely and friendly service

Preferred Skills
Possess knowledge of and demonstrated experience in:

• Microsoft Office Suite (i.e., Excel, Word and PowerPoint)
• Google Docs
• Database software
• Analytical mindset to evaluate process improvements and experience with systems implementation is preferred

Pay Range
$20 - $25 per hour

Hours
25 per week

Perks
Eligible for paid school holidays* 
40 hours paid sick leave (annually)
Free, catered lunches (daily)

*This part-time position is eligible for paid school holidays; however, the specific days and number of paid hours will depend on the employee’s regular work schedule.

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