JOB SUMMARY

The Accounts Payable Coordinator is responsible for accurately processing, recording, and maintaining all financial transactions related to accounts payable for the Culpeper County Public Schools. This role supports district-wide fiscal operations by ensuring timely payments, maintaining compliance with internal and external financial procedures, and serving as a key point of contact for vendors and school staff regarding payables

ESSENTIAL JOB FUNCTIONS:

The following functions are representative of the duties and responsibilities assigned to this position and are not intended to be all-inclusive:

• Code, input, balance, and post invoices and reimbursements into the financial system.
• Run A/P batches, verify vendor and payment details, and execute check runs.
• Alphabetize and consolidate bills by vendor; prepare and distribute prelists and payment summaries.
• Run and file A/P reports; upload fraud protection lists to the County’s financial institution.
• Process all utility and Food Service invoices in separate check runs.
• Reconcile, verify, and prepare itemized reports; distribute checks and documentation to stakeholders.
• Coordinate with Maintenance, Technology, and Finance Directors for invoice copies and records.
• Manage monthly W-9 collection and 1099 tracking for all contracted service vendors.
• Compile and file annual 1099 tax forms for Central Office and schools with the IRS and vendors.
• Maintain accurate logs for IRS reporting; communicate updates to school bookkeepers.
• Manage and maintain current collection of our certificate of insurance forms from contract vendors.
• Monitor fraud exceptions daily via the county financial institution's platform; take corrective actions per Treasurer’s office instructions.
• Void and reissue checks when necessary.
• Transport A/P and payroll checks and reports to County Treasurer’s Office, Post Office, and bank as needed.
• Maintain Finance department equipment (check printer, check signer, fax, copier, and postage meter).
• Order checks, 1099 forms, and supplies; manage check signer patches for authorized signatures.
• Perform general equipment troubleshooting and coordinate service calls.
• Open and secure petty cash; issue purchase orders and credit cards.
• Prepare tax-exempt forms; check and distribute department mail and faxes.
• Maintain check distribution logs; archive bills annually.
• Assist with internal and external audits, including providing supporting documentation.
• Respond to vendor inquiries and school/department finance questions.
• Collaborate with bookkeepers, administrators, and staff to resolve discrepancies.
• Represent the Finance Department and school division professionally and courteously.
• Provide backup support for payroll processes as needed.
• Perform additional duties as assigned by the Finance Director.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or equivalent; associate degree in Accounting or related field preferred.
• Minimum of 3 years’ experience in accounts payable or related financial role.
• Strong proficiency in accounting software and Microsoft Office Suite.
• Excellent organizational, communication, and problem-solving skills.
• Attention to detail and a commitment to accuracy and confidentiality.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of general office procedures and equipment, including computers and required software, calculators, business arithmetic, and English.
• Ability to maintain financial records and prepare reports.
• Ability to make decisions in accordance with regulations and policies.
• Ability to work independently without supervision and be able to supervise others when required.
• Ability to dress in such manner as to command the respect of parents, teachers, and students.
• Ability to maintain good working relationships with all employees and the public.
• Ability to physically perform duties specific to the job assignment with or without accommodations.
• Ability to follow written and oral directions.
• Other such qualifications that the school board might accept in lieu of any of the above.
• Be recommended by the division superintendent and appointed by the school board.

SPECIAL REQUIREMENTS:

None

PHYSICAL DEMANDS:

Work is typically performed in the central office and throughout the division. Frequent walking, standing, stooping, lifting, up to approximately 40 pounds, and occasional lifting of equipment weighing up to approximately 50 pounds may be required. Other limited physical activities are required. Travel to schools throughout the division and central office required. Vocal communication is required for expressing or exchanging ideas by mean of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT:

Work environment exposes the employee to inside and outside environmental conditions. Regular contact with staff members, administrators, and parents is required. Contact with parents by phone and in person is necessary. Timely and regular attendance is an expectation of performance for all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule.

EVALUATION:

The supervisor will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.