Accounts Payable - Administrative Assistant

Mission

North Shore School District 112 is a transformative learning organization where curiosity inspires minds, innovation shapes the future, and students, staff, and families engage to create a kind and connected community that is committed to excellence.

Position Summary

The Accounts Payable Administrative Assistant supports the day-to-day financial operations of the District by processing invoices, managing purchasing and payment systems, and maintaining accurate financial records. This role also provides general administrative and operational support, including limited collaboration with Human Resources processes as assigned.

Essential Responsibilities

Accounts Payable & Purchasing

• Maintain accurate and complete records of financial transactions within the District's accounting system.
• Process purchase orders and invoices in a timely manner while coordinating with requisitioners and building secretaries.
• Prepare and distribute accounts payable checks, electronic payments, and virtual card transactions, including coordination of payment release schedules.
• Reconcile monthly District purchasing card activity and maintain purchasing card records.
• Manage vendor documentation, including W-9 collection, vendor setup, annual reporting, and duplicate vendor review.
• Support bid and proposal processes as requested by the Finance Office.
• Assist with audit preparation and internal financial reporting, including Board bill lists and required annual filings such as 1099s.
• Maintain postage records, accounts payable files, and support the transition to fully electronic recordkeeping.
• Order office supplies and provide general clerical support for the District Office.

Administrative & Operational Support

• Provide general administrative assistance to the Finance Office and other departments as needed.
• Support routine personnel-related documentation, onboarding logistics, or record maintenance in collaboration with Human Resources, as assigned.
• Assist with special projects, process improvements, and cross-department coordination.

• Perform other duties as directed by the Director of Finance or designee.

   

Qualifications

• Knowledge of school district purchasing practices, policies, and applicable regulations preferred.
• Experience with paperless purchasing and payment systems.
• Strong technology proficiency, including Microsoft Office, Google Workspace, databases, and financial software (Skyward Financial preferred).
• Excellent organization, time management, and attention to detail.
• Strong communication, customer service, and interpersonal skills.
• Ability to manage multiple tasks independently while maintaining confidentiality.

• Advanced clerical and keyboarding skills.

   

Physical Demands

• Regular sitting, standing, walking, speaking, and use of office equipment and computers.
• Repetitive hand and arm motion and extended computer use.
• Occasional lifting of up to 20 pounds.

• Work may include deadlines, interaction with staff and the public, and occasional extended hours.

   

Work Environment

• Primarily indoor office setting with moderate noise levels that may occasionally increase.

   

Compensation & Benefits

Salary: $26.20 - $28.81 per hour
 

Benefits: Comprehensive benefits package including IMRF pension service credit, paid sick, personal, and bereavement leave, and additional benefits per the NSSSA Collective Bargaining Agreement.
 

Workday: 8-hour paid workday.

Application Process

Apply online by completing the application and uploading all required materials.

Please do not call or email regarding this position.

Selection Process

Applications will be reviewed by the administrator, and selected candidates will be contacted for interviews. Finalists may participate in a second interview with the Executive Director of Personnel Services. The recommended candidate will be presented to the Board of Education for approval.

North Shore School District 112 is an Equal Opportunity Employer.