Accounts Payable/Fiscal Specialist presso Mabton School District

 POSITION DESCRIPTION

POSITION TITLE:   Accounts Payable/Payroll Specialist

REPORTS TO:        Business Manager / HR Director

TERMS OF EMPLOYMENT:  District Office Schedule (260 days) with benefits including vacation, insurance, retirement, and sick leave.

Primary Functions:

Prepare and process double-entry accounting transactions, and complete the balancing and closing of all district funds, including payroll processing.

Description of Responsibilities:

1. Fund Accountant

1. Maintain accounting records for General Fund, Capital Projects Fund, Debt Service Fund, and Transportation Vehicle Fund plus grants from Gear Up and ESD 105. Monitor each building's grant expenditures in the 5 - 9 categories.
2. Prepare and Process correcting journal vouchers for revenue and expenditure account codes.
3. Receive, receipt, and deposit revenues to General Fund, Capital Projects Fund, or Transportation Vehicle Fund. Process/prepare county treasurer's deposit.
4. Maintain district's transmittal checking account and revolving fund account.
5. When a Capital Project is in process. Prepare monthly contractor's billings for payment; Check for appropriate documentation, signature approval, and coding.
6. Maintain spreadsheets for monitoring purchase order encumbrances for buildings and departments.
7. Assist with preparation of the F195 Annual Budget.
8. Process closing pre-closing entries and cash in transit for Fl96.
9. Initiate year-end closing process for all funds and account groups.
10. Perform step-by-step processes for completing the F196 Report.
11. Maintain accounting records as required for use in district audits.
12. Receive and review SPI accounting manual updates.
13. Bill various entities (Gear Up, ESD 105, WEA, MEA, etc) for reimbursement and balance monthly.
14. Sends monthly expenditure reports to buildings and departments.
15. Ensure payroll practices comply with Washington State laws, IRS regulations, Department of Retirement Systems (DRS), and district policy.
16. Prepare annual reports such as W-2s and 1099
17. Support audits, budget development, and financial reporting as related to payroll.
18. Maintain accurate records for audits, public records requests, and compliance reviews.
19. Respond to employee questions regarding pay, deductions, leave balances, and time reporting.
20. Assist staff in understanding payroll processes, direct deposit setup, and W-2 or tax withholding changes.
21. Maintain accurate employee payroll files in the district’s payroll/HR system.
22. Update salary schedules, employee status changes, and deductions in coordination with HR and Finance.
23. Reconcile payroll data with accounting/finance records for accuracy.
24. Work closely with the HR Department to ensure employee records (new hires, terminations, leaves of absence, step increases) are processed accurately.
25. Coordinate with Finance/Business Office staff to align payroll with budgeting and accounting procedures.
26. Assist with benefit open enrollment processing and deductions.
27. Perform other related duties as assigned.

1. Accounts Payable/Payroll Specialist

1. Prepare invoices for monthly accounts payable payment cycles.
2. Perform all accounts payable computer tasks.
3. Process district purchase orders to vendors.
4. Post accounts payable
5. Maintain accounts payable files.
6. Check vendor statements for outstanding invoices and credit balances.
7. Maintains General Fund
8. Maintains vendor file.
9. Perform year-end tasks related to the purchase order and accounts payable processes.
10. Process IRS 1099 Misc. forms for contractors and consultants.
11. Provide backup for entering budget and year-end transactions.
12. Provide backup for receptionist: answer and direct incoming phone calls.
13. Prepare and submit required payroll reports, including quarterly/annual tax filings, retirement contributions, and benefit reconciliations.
14. Prepare, process, and distribute payroll for all district employees in compliance with state and federal regulations, district policies, and collective bargaining agreements.
15. Calculate wages, overtime, stipends, supplemental contracts, and deductions (e.g., taxes, benefits, retirement contributions).
16. Verify time sheets, attendance records, and leave requests for accuracy and completeness.
17. Perform other duties as assigned.
18. Verify time sheets, attendance records, and leave requests for accuracy and completeness.
19. Ensure payroll practices comply with Washington State laws, IRS regulations, Department of Retirement Systems (DRS), and district policy.
20. Maintain accurate records for audits, public records requests, and compliance reviews.
21. Prepare and submit required payroll reports, including quarterly/annual tax filings, retirement contributions, and benefit reconciliations.
22. Respond to employee questions regarding pay, deductions, leave balances, and time reporting.
23. Assist staff in understanding payroll processes, direct deposit setup, and W-2 or tax withholding changes.
24. Maintain accurate employee payroll files in the district’s payroll/HR system.
25. Update salary schedules, employee status changes, and deductions in coordination with HR and Finance.
26. Reconcile payroll data with accounting/finance records for accuracy.
27. Work closely with the HR Department to ensure employee records (new hires, terminations, leaves of absence, step increases) are processed accurately.
28. Coordinate with Finance/Business Office staff to align payroll with budgeting and accounting procedures.
29. Prepare annual reports such as W-2s and 1099s.
30. Assist with benefit open enrollment processing and deductions.
31. Support audits, budget development, and financial reporting as related to payroll.
32. Perform other related duties as assigned.

Minimum Qualifications:

• High School Diploma or GED certificate. Bachelor's degree in accounting or business administration preferred.
• Record keeping and Bookkeeping experience helpful.
• Must be able to work accurately and be detail-oriented.
• Ability to meet schedules and important timelines is essential.
• Computer, word processing, Excel, and WESPAC software experience preferred.
• Must have excellent human relations skills, as well as possess professionalism.
• Have the ability to work independently and maintain confidentiality.

Work Schedule:

260 workdays at 8 hours per day (includes 11 paid holidays).

This position is temporary, ending July 30, 2026

Rate $30.95 $36.21

This position is Open Until Filled (OUF)