Secretary/Accounts Payable

Erie Catholic School System                           

JOB TITLE: SECRETARY/ACCOUNTS PAYABLE

Reports to: VP OF FINANCE

position status: FULL-TIME, NONEXEMPT

Position Summary:

The individual in this position is responsible for welcoming visitors to the system, for receiving telephone calls, and providing clerical support in the office. Responsible for managing and processing all accounts payable transactions to ensure accurate, timely, and compliant payment of invoices and expenses.

Required Qualifications:

• High school or GED diploma
• Commitment and ability to work with children
• Excellent written and verbal communication skills
• Attention to detail and problem-solving skills
• Strong organizational and planning skills in a fast-paced environment

Desired Qualifications:

• Associate’s degree in a related field
• College credits
• Practicing Catholic in good standing with the Catholic Church

 

Essential Functions and Responsibilities:

• Answer the phone and greet visitors
• Help maintain records and perform other clerical tasks
• Manage accounts payable function for the Central Office accounts only
• Provide administrative support to the Vice Presidents
• Assist in maintaining a clean and organized office
• Maintain confidentiality in accordance with FERPA
• Abide by all Erie Catholic and Diocesan policies and procedures
• Perform other related duties as assigned

Accounts Payable Roles & Responsibilities

• Post business transactions, process invoices, verify financial data for use in maintaining accounts payable records
• Provide other clerical support necessary to pay the obligations of the organization
• Maintain meticulous records of outstanding payables
• Ensure the accuracy of an organization’s financial documents for payment, auditing and tax purposes
• Protect businesses against unintentional overpayment
• Practice effective monitoring to ensure payments are made to vendors in a timely manner

Day-to-Day Duties

• Clarify any questionable invoice items, prices or receiving signatures
• Assemble and review invoices to be completed for payment
• Maintain copies of vouchers, invoices or correspondence necessary for files
• Type periodic reports and other records
• Obtain proper information and/or data regarding invoice payments
• Check vendor files for any previous payments and assign voucher numbers
• Prepare vouchers listing invoice number, date, vendor address, item description, amounts and coding per accounting policies and procedures
• Input daily bookkeeping and record keeping
• Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors

Performance Factors/Job Competencies:

• Must be able to pleasantly communicate, both orally and in writing, and to explain complex instructions in an easily understandable fashion.
• Must maintain a positive and enthusiastic attitude with students, parents and staff.
• Must have verbal skills to communicate effectively with the students, families and staff.
• Prioritize and efficiently complete tasks with minimal supervision.
• Must demonstrate adherence to the highest moral standards at all times.

Work Environment:   This job operates in a school.  Incumbent must be able to sit for extended periods of time.   

Physical Demands: (% of time)

Sitting: Frequently (>80%)

Standing: Occasionally (<20%) 

Lifting: 0-20lbs. Frequently (>80%); 20-50 lbs. Occasionally (<20%); Over 50 lbs. Rarely

Travel: Rarely (<10%)

Pushing/Pulling: Often (30-60%)

Manual Keying/Data Entry: Occasionally (<20%)

Property and Confidentiality Requirements:

All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above is the property of the Erie Catholic School System.  It may not be used for personal profit or gain and will be relinquished to ECSS upon termination of employment from ECSS.  In addition, the person employed in this position shall maintain confidentiality with regard to the personal and private information about students, families, faculty, co-workers, administrators, programs and services, and any other proprietary information accrued as a result of ECSS employment or as required by applicable state or federal laws and regulations.

Note:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Erie Catholic School System is committed to equal employment opportunity and employs all qualified persons without regard to race, color, religion, national origin, sex, age handicap, or any other classification protected by the federal, state or local laws.