Classified Position

Accounts Payable/MS Administrative Assistant

.50/.50 FTE

8 hours (4 hours at MS building, 4 hours at Accounts Payable)

2025-2026 School Year

210 days; with flexibility

Our District:

Pioneer School District serves approximately 750 P-8 students and encompasses a rural area east of Shelton in the South Puget Sound region. The district is mainly forested, accented by lakes and waterways with multiple recreational opportunities. The district's newer schools (remodeled and rebuilt in 2017) and its quality education coupled with its beautiful setting is attracting young families to the area. Our community is known for having a strong commitment to supporting our schools and our students. Our district is committed to ensuring that every student achieves high levels of learning every day.

Our Community:

Pioneer School District is in a beautiful, rural community in the South Puget Sound region of Washington state – one of the most beautiful and livable areas of the state with numerous recreational opportunities for hiking, boating, and fishing in beautiful Mason County. The Pioneer community offers a balanced lifestyle in a beautiful, family-oriented rural community with easy access to urban areas of the South Puget Sound area and the amenities of the West Coast.

Position Description:

The Accounts Payable position assists the Business Manager with the management of the school district’s financial operations. This position is responsible for processing and maintaining financial records related to the district’s expenditures, revenues, and requisitioning, ensuring compliance with local, state, and federal regulations. The Administrative Assistant will perform duties relative to the orderly operation of the school in support of the lead secretary, meeting student services and needs. Perform tasks requiring an awareness of departmental or school programs as well as internal office procedures. Answers questions from the public on student related matters and refers administrative matters through proper channels.

Knowledge, Skills, and Responsibilities: (Accounts Payable Portion)

Invoice Processing:

Receiving and verifying invoices for accuracy and completeness.
Reconciling credit card statements
Matching invoices with purchase orders and receiving reports (three-way matching).
Routing invoices to the appropriate parties for approval.
Entering approved invoices into the accounting system.

Payment Processing:

Preparing and processing payments to vendors, ensuring timely and accurate payments.
Preparing checks or electronic payments.
Tracking payments and reconciling accounts.

Record Keeping:

Maintaining accurate and organized records of invoices, payments, and vendor information.
Filing invoices and other related documents.
Preparing reports and statements as needed.

Vendor Relations:

Communicating with vendors regarding invoices, payments, and outstanding issues.
Investigate and resolve accounts payable issues such and invoice errors
Maintaining vendor databases.

Other Duties:

Receiving and reviewing purchase requests to ensure compliance with district procedure
Creating purchase requisitions and purchase orders
Maintain expenditure tracking of CBA classroom allowance
Preparing and issuing 1099s at year-end.
Cash receipting and preparing weekly bank deposits
Managing ASB operating cash
Performing other accounting tasks as assigned.

Primary Responsibilities: (Administrative Assistant)

Greet parents and visitors in a kind and professional manner
Provide a positive and safe learning environment
Coordinate school notices and publications as directed by the principal
Attend to sick or injured students and administer first-aid as needed, distribute daily medications (as back-up to nurse)
Act as liaison between students and administrator, parents and administrator, and community and school
Maintain proper front office procedures and policies, attendance records
Maintain accurate attendance records of students on computer system
Monitor attendance/truancy, written and oral communications with parent, court liaison, and home interventionist
Assist with staff leave and timesheets
Report copy counts for copy machine and call for maintenance as needed
Responsible for mail and stamp machine
Answer telephones, wait on counter
Coordinate extra activities such as school photos, contests, special programs, etc.
Compile and publish articles for monthly school newsletter
Reconcile AESOP and Employee Access reports each month prior to the 3rd of the next month
Phone, update greeting after each closure or early dismissal
Copy bus notes and prepare for delivery
Enter behavior forms in Skyward
Post/keep current lobby info
May include lifting, bending, stooping, stretching or other physical activities
Must have the ability to lift a minimum of 25 lbs.
Other duties as directed by supervisors

Minimum Qualifications:

Education:

High school diploma or equivalent; some accounting or finance courses may be beneficial.

Experience:

Previous experience in bookkeeping, accounts payable, or accounting roles is preferred, but not required.

Technical Skills:

Experience in Microsoft Office Suite (Excel, Word) Google, Skyward, and Qmlativ.

Other Skills:

Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Good communication and interpersonal skills.
Ability to work independently and as part of a team.
Problem-solving skills.

Application Procedure:

Applicants must apply through ED Jobs Northwest and upload the required supporting documents. Complete instructions are online with a checklist of the documents you need to submit. Interested applicants must upload the following documents:

A letter of application, not to exceed two pages addressing the knowledge, skills and abilities of this position
A current resume
Three (3) letters of reference
Only complete applications which include the above items will be considered.

Salary Range: Pioneer Public School Employees Salary Schedule-Hourly $21.59 to $26.86, plus longevity pay at the end-of-the year, dependent on school district experience.

Insurance BenefitsEmployees who are anticipated to work 630 hours during the school year (September 1 through August 31) are eligible for medical, dental, vision, long term disability and basic life insurance benefits.Pioneer School District

benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB). Click on the link https://www.hca.wa.gov/employee-retiree-benefits/school-employees for information on available benefit options.

Retirement and Deferred Compensation

Eligible employees are required to be a member of the Washington State Department of Retirement Systems Plan. For eligibility information, check on the link to the Department of Retirement Systems' web site. Employees also have the ability to participate in tax deferred 403(b) and 457 Deferred Compensation Plans (DCP). These are supplemental retirement savings programs that allow you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.Click on the link https://www.drs.wa.gov/plan/dcp/ for information on the 457 plan (DCP) with the Department of Retirement Systems. To enroll in an eligible 403(b) plan, employees must consult with their own financial planner that is an approved vendor.

IMPORTANT INFORMATION: Effective June 11, 1992, pursuant to Public Law 92544 all new employees must complete a satisfactory fingerprint and sexual misconduct background check. All employment is considered temporary until receipt of satisfactory check. Proof that the fingerprinting process has begun must be supplied to Human Resources prior to the first day of employment.

EQUAL OPPORTUNITY EMPLOYER-The Pioneer School District does not discriminate in any programs or activities on the basis of race, color, national origin, sex, disability, or age and provides equal access to the Boys Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance Coordinator, Jeff Davis, 360-426-9115, jdavis@psd402.org, Address: 112 E. Spencer Lake Road, Shelton, WA 98584. Section 504 Compliance Coordinator: Amy Dahlberg, 360-427-2737, adahlberg@psd402.org. Address: 112 E. Spencer Lake Road, Shelton, WA 98584. Title IX Coordinator: Amy Koster, 360-426-9115, akoster@psd402.org. Address: 112 E. Spencer Lake Road, Shelton, WA 98584.

Complaint procedures can be found on website under Board Policy #3210 (students) and #5010 (employees).

The Pioneer School District will provide reasonable accommodations to enable persons with disabilities the opportunity to apply for open positions and to participate in District interview procedures. Persons with disabilities or who need translation services are asked to notify the Human Resources Office at 360-426-9115 at least three days prior to the date on which the requested accommodation is needed.

PIONEER - ACCOUNTS PAYABLE/MS ADMINISTRATIVE ASSISTANT