Accounts Payable / Facilities Administrative Assistant

Job Title: Accounts Payable & Facilities Administrative AssistantPrimary Role

The Accounts Payable & Facilities Administrative Assistant is primarily responsible for processing district bills accurately and timely while maintaining compliance with financial policies and procedures. This position works closely with the District Treasurer's office and vendors to support financial operations and resolve billing issues. The position also provides administrative support to the Facilities Department, including CMMS management, timesheets, scheduling, inventory, safety documentation, reporting, and employee onboarding. Through accuracy, organization, and professionalism, this role supports efficient financial and facilities operations across the district.

Key AccountabilitiesJob Specific Responsibilities

• Ensure all bills and invoices are processed and paid accurately and on time.
• Maintain accurate records of accounts payable transactions in compliance with district financial policies.
• Assist in reconciling accounts and preparing documentation for audits and reporting.

Industry

K-12 Education

Employment Type

Full-time

Reports To

Superintendent & Director of Facilities

Location

Administration Building

Collaboration and Communication

• Work closely with the District Treasurer and Deputy Treasurer to support accurate financial operations.
• Communicate regularly with vendors to resolve billing issues, discrepancies, or payment questions.
• Provide timely updates to administrators and staff regarding payment status and vendor transactions.

Professional Standards, Growth, and Compliance

• Ensure compliance with district, state, and federal standards in safety, reporting, and HR-related documentation.
• Demonstrate professionalism, accuracy, and attention to detail in all financial tasks.
• Adhere to district, state, and federal financial regulations and audit requirements.
• Maintain confidentiality and ethical standards in handling financial information and vendor records.
• Engage in ongoing professional learning to strengthen financial systems knowledge and accuracy.

CompetenciesTechnology Systems

• Financial Management System (FMS)
• Google Workspace
• Microsoft Office Tools
• Frontline
• Vendor Ordering and Payment Websites (if applicable)

Interpersonal Skills

• Communication & Listening Skills
• Collaboration & Teamwork
• Adaptability & Flexibility
• Conflict Resolution
• Professionalism & Reliability
• Confidentiality
• Continuous Growth

Qualifications

• High school diploma or the equivalent
• Experience in a business office setting preferred

Physical Demands

• Lifting – Infrequent (Less than 30 minutes/day) - up to 25 lbs.
• Pushing/Pulling - Infrequent (Less than 30 minutes/day) - up to 25 lbs.
• Sitting – Frequent (2.5– 5.25 hours/day)
• Standing – Occasional (30 minutes – 2.5 hours/day)
• Walking - Occasional (30 minutes – 2.5 hours/day)
• Bending/Stooping (at waist) - Infrequent (Less than 30 minutes/day)
• Squat/Crouch/Kneeling/Crawling - Infrequent (Less than 30 minutes/day)
• Overhead work - Infrequent (Less than 30 minutes/day)
• Driving - Infrequent (Less than 30 minutes/day)
• Climbing ladders - Infrequent (Less than 30 minutes/day)
• Additional Activities or Use of Tools: Copiers, printers, computer

Other Duties

Perform other related duties as assigned to support the efficient operation of the school district and school buildings.

The faculty and staff of Vincennes Community School Corporation are committed to high expectations and high standards. In partnership with our community, we provide a safe, supportive, and innovative learning environment where every student is valued, challenged, and prepared for future success. We believe in fostering lifelong learning, embracing diversity, and equipping students to be confident, productive members of society.