Administrative Assistant II- Accounts Payable

High Desert ESD celebrates all cultures and languages and is committed to creating a diverse environment and is proud to be an equal opportunity employer.  All qualified applicants will receive considerations for employment without regards to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Administrative Assistant II – Accounts Payable

40 hrs/week, Mon-Fri, 200-250 days per year (pro-rated for 2023-24)

Starting date: 6/3/2024

Location:  HDREC, Redmond, OR

Rate as established by bargaining agreement, Classified Wage Schedule, starting range $22.06 – $26.84/hr. Benefits include insurance package, sick leave, vacation, paid holidays, generous PERS contribution.

Qualifications

This position requires at least a high school diploma or equivalent and three years of specialized and general office experience or any combination of education and experience, which would provide the applicant with the desired skills, knowledge and ability required to perform the job.  The person in this position must be highly competent in the use of computers and appropriate software specific to the needs of the position, including Excel and Word.  The Admin Assistant II must have a firm sense of professional responsibility, be highly organized, able to work with deadlines, have the ability to complete assignments with minimum supervision, and have a courteous and helpful attitude at all times.  Able to reach, bend, stoop, crouch, and lift 50 lbs. Requires reliable transportation and consistent attendance is required.

Classification

Classified

Reports to

Chief Financial Officer

Performance Responsibilities

1. Set up and maintain the vendor database
2. Manage the online purchase order processing system
3. Input accounting information for all types of payables including purchases, utilities, and employee travel reimbursements
4. Review and reconcile monthly purchase cards.
5. Review and maintain ESD gift card logs
6. Act as liaison for the business office and legal departments
7. Review and reconcile multiple reports for accuracy before and after check processing
8. Generate checks and positive pay files
9. Reconcile ESD’s accounts with vendors and answers vendors’ questions
10. Track 1099 vendors and generate annual 1099 forms
11. Maintain well-organized files to meet regulatory and audit requirements
12. Maintain archival records
13. Set up all Distributed Accountability Center accounts, train DAC users, and provide user support
14. Ensure that other ESD centers adhere to good accounting practices as they relate to accounts payable
15. Research accounting entries to answer questions and make recommendations for accounting corrections
16. Maintain a commitment to accuracy in all work
17. Contribute to a positive work environment with a cooperative attitude
18. Bring issues to the attention of manager and other staff members so that joint solutions may be found quickly
19. Handle office equipment with proficiency and precision, to reflect the quality standards of the ESD
20. Make appropriate judgments about work priorities and work quality with minimal supervision
21. Adhere to regulatory and audit requirements
22. Communicate effectively with customers, employees, and the general public using tact, courtesy, and good judgment
23. Demonstrate professional competence in the use of the English language, both written and oral
24. Communicate appropriately and regularly through various mediums including emails, slack and face to face
25. Respect and maintain confidential information in all situations
26. Fulfill other related duties as assigned

Terms of Employment

Salary, benefits and vacation are established by policy and collective bargaining agreement.