Oct 2, 2026 Oct 26, 2026

Accounts Payable / Facilities Administrative Assistant

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Oct 2, 2026 Oct 26, 2026

Discussion

Vincennes Community School Corporation Accounts Payable / Facilities Administrative Assistant

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Discussion

Job Title: Accounts Payable & Facilities Administrative Assistant

Primary 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 Accountabilities
Job 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.

Competencies

Technology 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.

Skills

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Description

Skills

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