Position Summary

We are seeking a detail-oriented and collaborative Accounts Payable, HR & Payroll Specialist to join our District Office team. This dynamic position is responsible for processing payroll, maintaining employee records, managing accounts payable, and supporting key human resources functions. The ideal candidate will be highly organized, thrive in a fast-paced environment, and maintain the highest standards of accuracy and confidentiality.

Key Responsibilities

 

Payroll & Benefits Administration

• Prepare and process monthly payroll using Infinite Visions software.
• Maintain accurate records of employee pay, deductions, benefits, leave balances, and garnishments.
• Track and audit employee leave usage in compliance with district policy and OFLA/FMLA regulations.
• Enter timesheets for hourly employees; process manual and off-cycle checks, including final pay and pay advances.
• Respond to payroll-related inquiries and ensure proper documentation of all adjustments and reports.

Accounts Payable & Purchasing

• Process and encumber purchase orders; verify and prepare invoices for payment.
• Issue accounts payable checks, staff reimbursements (including mileage), scholarship payments, and other disbursements.
• Advise school secretaries on purchasing procedures and ensure correct use of account codes.
• Assist with year-end purchase order closeout and setup for the new fiscal year.
• Reconcile P-cards and maintain vendor files.

Human Resources Support

• Assist in recruitment and onboarding using TalentEd and Infinite Visions.
• Maintain HR records, including W-4s, I-9s, contracts, licensure, and verification forms.
• Utilize Frontline for substitute scheduling and employee timesheet management, providing related support.

Administrative & Compliance Duties

• Provide general office support including answering phones, filing, handling mail, and greeting visitors.
• Prepare monthly school board packets; may attend meetings and record minutes.
• Collaborate with the Superintendent to create the annual school calendar.
• Responsibility for state reporting to the Oregon Department of Education, including staff and student data collections.
• Track and process student and employee incident reports and OSHA forms.
• Stay current on state and federal regulations related to school finance, payroll, and employment law.

Qualifications

• Prior experience in payroll, accounts payable, or human resources preferred.
• Strong computer skills including Microsoft Excel and Word; experience with Infinite Visions, Frontline, and TalentEd is a plus.
• High attention to detail with the ability to manage confidential information responsibly.
• Excellent communication and organizational skills.
• Ability to work independently, manage multiple priorities, and adapt to frequent interruptions.
• Salary to be negotiated.