About this role
Position Summary Year round position (including summers) with 8 hour work days. Four days with East Mills Community School District and one day a week with Sidney Community School District. $18-20/hr based on experience. IPERS Covered. Paid single health insurance with a $2,000 HSA contribution from the district, 2 weeks of paid vacation per school year and paid sick/personal days available prorated based on start date.
Responsible for providing day-to-day support to the school district's business and human resources operations, with primary responsibilities in accounts payable, payroll support, employee onboarding, benefits administration, purchasing, vendor communication, and maintaining accurate financial and personnel records. Serves as a point of contact for employees, vendors, and district staff while ensuring business-office procedures, deadlines, and documentation requirements are followed. Essential Duties and Responsibilities Accounts Payable & Financial Processing
• Process and maintain accounts payable transactions, including invoices, purchase orders, requisitions, reimbursements, and payment requests.
• Review invoices for accuracy, proper documentation, purchase order information, account coding, approvals, and appropriate payment timing.
• Enter invoices and payment information into the district's financial management system and assist with payment processing.
• Communicate with vendors regarding invoices, payments, account balances, discrepancies, missing documentation, and payment status.
• Research and resolve discrepancies between purchase orders, invoices, receipts, and supporting documentation.
• Monitor outstanding invoices and follow up with staff and vendors to ensure timely payment.
• Maintain organized electronic and paper records related to accounts payable and purchasing.
• Assist with ensuring expenditures are recorded in the appropriate fiscal year and follow district purchasing procedures.
• Assist with petty cash requests and related documentation.
Purchasing & Requisitions
• Assist staff with requisitions, purchase orders, purchasing procedures, and required documentation.
• Review requisitions and supporting documents for completeness and compliance with district procedures.
• Monitor purchasing documentation and assist with the conversion of approved requisitions into purchase orders.
• Maintain documentation related to purchases, contracts, vendors, and district activities.
• Assist with vendor bids and purchasing processes, including communication with vendors and maintaining bid documentation.
• Identify and communicate issues with purchasing or financial-system workflows and recommend process improvements.
Payroll & Human Resources Support
• Assist with new employee onboarding and payroll setup, including distributing and tracking required employment and benefits paperwork.
• Submit employee information and documentation through applicable payroll and benefits systems.
• Assist with maintaining accurate employee records and personnel documentation.
• Provide employees with information regarding payroll procedures, benefits, retirement programs, and required forms.
• Assist with reviewing timesheets, time-clock records, training attendance, and other payroll-related information.
• Communicate with employees and supervisors regarding payroll questions, missing information, and discrepancies.
• Assist with contract and employment documentation, including distributing, tracking, and maintaining employee contracts.
• Maintain confidentiality of employee, payroll, and personnel information.
Benefits & Employee Support
• Assist employees with benefits-related paperwork and onboarding requirements.
• Provide general information regarding district benefits and retirement programs and direct employees to appropriate resources when additional assistance is needed.
• Coordinate required documentation with benefits providers and district personnel.
• Assist with maintaining accurate employee benefit and payroll records.
Travel, Training & District Operations
• Assist with hotel reservations and lodging arrangements for approved district travel, field trips, camps, conferences, and professional development.
• Coordinate travel-related information, including dates, rooms, staff/student counts, event locations, and other required details.
• Communicate with hotels and vendors regarding availability, pricing, reservations, invoices, and payment.
• Assist staff with district procedures related to travel, reimbursements, purchasing, and professional development.
• Process and track invoices associated with field trips, training, lodging, and other district activities.
Communication & Customer Service
• Serve as a professional point of contact for employees, administrators, vendors, and community members regarding business-office and HR-related questions.
• Communicate policies, procedures, deadlines, and required documentation clearly and professionally.
• Follow up with staff and vendors to obtain missing information and resolve outstanding issues.
• Handle sensitive financial and personnel matters with discretion and confidentiality.
• Provide administrative support to the business office and assist with special projects as assigned.
Additional Responsibilities
• Assist with improving business-office procedures and identifying opportunities to make processes more efficient and user-friendly.
• Assist with troubleshooting issues within financial, payroll, purchasing, and document-management systems.
• Perform other duties and administrative tasks as assigned by the Business Manager, Superintendent, or other district administration.
East Mills CSD is an Equal Opportunity Employer.