Accounts Payable/Student Activities Coordinator (12 Month Position- FT)

Location: Carlstadt Public School, New Jersey

Category: Central Office / Business Office Support

Terms: 12-Month Position, Full Time

Position Overview

We are seeking a detail-oriented and organized professional to serve as the Accounts Payable & Student Activity Coordinator. This dual-role position is critical to the district's financial health and student life. You will be responsible for the accurate processing of district liabilities while managing the financial oversight of student-led organizations and food service accounts. The ideal candidate possesses strong accounting skills and a firm understanding of NJ Public School Contracts and NJDOE accounting regulations.

Key Responsibilities

Accounts Payable & Billing

• Purchase Orders:  Ensure all purchase orders are properly issued and approved 
• Invoice Processing: Review, verify, and process all district invoices, ensuring proper authorization and alignment with purchase orders.
• Check Run:  Prepare and process checks on a timely basis.   
• Vendor Management: Maintain accurate vendor records, including W-9s and Business Registration Certificates. Resolve billing discrepancies and respond to vendor inquiries.
• Audit Support: Prepare documentation for the annual district audit and ensure compliance with GAAP (Generally Accepted Accounting Principles).

Student Activity Coordination

• Financial Oversight: Manage the Student Activity Account, ensuring all clubs and organizations follow NJDOE "Internal Account" procedures.
• Fundraising Compliance: Review and approve fundraising requests, ensuring all collected funds are deposited promptly and documented accurately.
• Disbursements: Process checks for student events, competitions, and supplies, ensuring all expenditures have student-officer and advisor signatures as required by law.

Food Service & Enterprise Funds

• Billing & Collections: Monitor student cafeteria accounts, manage the online payment portal, and coordinate the collection of outstanding balances.
• State Reporting: Assist in the preparation of monthly reimbursement claims for the National School Lunch Program (NSLP).
• Vendor Liaison: Reconcile monthly invoices from the Food Service Management Company against daily sales reports.

Administrative Duties

• Records Retention: Maintain organized financial records in accordance with State of New Jersey record retention schedules.
• Software Mastery: Utilize district software (e.g., Genesis, CSI) for all financial entries.

Required Qualifications

• Experience: At least 2–3 years of experience in accounts payable or school business office operations.
• Skills: Proficiency in Google Suite for Education, Genesis, NJ.Gov, and school-based financial management software (CSI).