School Accounts Payable Clerk

Empowerment Academy is seeking an Accounts Payable Clerk to work in our Business Office, primarily assisting and reporting to our School Business Administrator. 

Salary: $48,000-$53,000

Type : On-Site - 12-month (Full-Time)

Location: Elementary School: 240 Ege Avenue, Jersey City

OUR SCHOOL

Empowerment Academy is a dynamic and successful charter school that truly supports its teachers and staff. Empowerment has three of its own campuses, and BelovED is our “sister school.” We serve a mix of students that are among the most diverse in America while enjoying the cultural vibrance of Jersey City, Hoboken and New York City. Our staff is a dedicated group of individuals passionate about closing the achievement gap and providing a quality educational program. 

RESPONSIBILITIES

1. Establish and promote high standards and expectations for excellent performance.
2. Understand that all aspects of the job are designated confidential.
3. Assist the School Business Administrator with the following:
• Receive and review all invoices received.
• Match invoices to Purchase Orders and other documentation to ensure that they agree.
• Confirm receipt of all goods and services on the invoice.
• Research any discrepancies between invoice, PO, and received goods and services.
• Sort and file checks, vouchers, requisitions, and other materials in accordance with existing procedures.
• File accounts payable copies of purchase orders and vouchers.
• Scan documents as required for storage in the document management system.
• Review mail on a daily basis and sort mail by vendor and purchase order.
• Assemble all payment documents into a payment packet and confirm that all payment documents are applied to the appropriate purchase order.
• Input purchase orders, receiving copies, and vendor invoices in the Accounts Payable system.
• Verify the accuracy and approvals given for all input batches.
• Respond to vendor inquiries in a timely and positive manner.
• Prepare and distribute vendor checks to appropriate vendors upon board approval and signature of the Business Administrator.
• Recommend purchase orders that need to be finalized or closed to management.
• Ensure that all vendors are paid on a timely basis in agreement within terms or invoices, contracts, pricing discounts, price quotes, and federal, state and private grants.
• Assist other clerks with processing backlogs.
• Act as a liaison with other departments and outside vendors.
• Place and forward all packages by mail or other appropriate means. Secure and protect contents as needed.
• Prepare/enter purchase orders upon request of management.
4. Maintain an efficient, well-organized and updated data collection and filing systems, including confidential files.
5. Answer questions about location or content of various materials; respond to inquiries from employees, vendors and others; and refer to appropriate personnel.
6. Assist the manager in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing, and data management.
7. Obtain and maintain copies of all necessary and required documents, records and forms.
8. Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the administrator’s responsibilities.
9. Work cooperatively with the staff in other offices with the completion of projects or emergencies.
10. Demonstrate willingness to assist other clerical staff as needed and/or requested.
11. Recommend to the manager improvements needed in office procedures or operations.
12. Participate in staff meetings and serve, as appropriate, on staff committees.
13. Continue to grow professionally through collaboration with colleagues and professional growth experiences.
14. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
15. Display ethical and professional behavior in working with everyone who communicates or is associated with the office.
16. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, and contractual obligations.
17. Perform all other duties as required by law, code, or Board policy.
18. Perform such other tasks and assume such other responsibilities as the Head Dean or Business Administrator may assign from time to time and not otherwise prohibited by law or regulation.

1. At least a high school diploma or equivalent. Bachelor’s degree preferred.
2. At least three (3) years of experience in a relevant field (secretarial, accounting, A/P, etc.)
3. Demonstrate excellent keyboarding skills, organizational and filing skills, and the ability to use computers and other electronic equipment for accounting, word processing, data management, information retrieval, and visual presentation.
4. Knowledge of Microsoft Office and Google Suite (Docs, Sheets, etc.);
5. Excellent Business English, spelling, grammar, and arithmetic; letter and report writing and proofreading; filing systems.
6. Excellent communication, collaboration, organization, and outreach skills.
7. Required criminal history background check and proof of U.S. citizenship or legal registered alien status.
8. Accounting experience is a plus.
9. Knowledge of CDK Systems Accounting Software is a plus.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development

As an equal opportunity employer, Empowerment Academy hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, or disability.