Position Title: Accounts Payable Assistant

FLSA Status: Non-exempt 

Position Overview 
Pasadena Waldorf School (PWS) is seeking a part-time Accounts Payable Assistant to help manage the School’s accounts payable (AP) processes and ensure timely and accurate payment of vendor invoices and employee reimbursements. This position plays a crucial role in maintaining strong vendor and client relationships, as well as ensuring that financial obligations are met in a timely manner. The Accounts Payable Assistant works closely with the Accountant, various internal departments such as Operations and Development, vendors, suppliers, and contractors to reconcile accounts, resolve payment issues, maintain accurate financial records and an organized filing system. 

RESPONSIBILITIES:

• Credit card reconciliation 

• Collection of W-9’s and processing 1099’s 

• Receive, review, and process details for all payables. Pasadena Waldorf School payables include vendor invoices, employee reimbursements, and business credit card charges. Ensure there is supervisory approval and an eligible general ledger account affiliated with each payable and adhere to all school policies and procedures. When needed, reconcile accuracy of payable details with supervisors.  

• In addition to approval and general ledger account, confirm that receipts are submitted for employee reimbursement and credit card expenses.  

• In advance of making payment, collect W-9’s from vendors who are paid $600 or more that do not have one on file with PWS. 

• Input payables into the accounting software application, Veracross, in preparation for payment. 

• Prepare and process payments, including checks, ACH payments, electronic transfers, and wire transfers. Verify payee information, payment terms and agreements, and delivery deadlines. 

• Complete payable check runs in a timely manner, at least twice a month. 

• Manage communication, collection, and reconciliation of business credit card expenses. Prepare credit card expense journal entries. 

• Prepare, file, and deliver 1099 Forms to all independent contractors that have been paid $600 or more by the School, on or before the California state and IRS annual filing deadlines. 

• Serve as liaison between the Business Office and various departments to answer AP questions, address concerns, and resolve issues.  

• Maintain a proper filing system for efficient record-keeping and compliance purposes, including electronic files. 

Qualifications 

• High School diploma or GED required; bachelor’s degree preferrable, post-secondary degree or diploma in finance, accounting, or a related field, is preferred. 

• 1+ years of accounts payable experience and an understanding of basic accounting principles and practices is required.   

• Familiarity with or willingness to learn the unique cultural work environment of a Waldorf school. 

• Strong skills in Microsoft Office Suite, accounting software (Veracross preferred), and databases required.  

• Strong organizational and prioritization skills. 

• Excellent verbal and written communication, and interpersonal problem-solving skills. 

• Detailed oriented. 

• Ability to work collaboratively and take initiative. 

• Professional manner and good judgment. 

• Ability to operate a variety of office equipment such as a computer, printer, scanner, and copier. 

• Non-profit AP or accounting experience desirable. 

• Previous experience working in a school environment desirable. 

• Handling confidential information with discretion is mandatory. 

• Adherence to the policies and procedures outlined in the PWS Employee Handbook is mandatory. 

• Background check clearance is mandatory. 

Reports to: Accountant

Compensation:  

• This position is a part-time, year-round, non-exempt, hourly position working 20-25 hours per week. 

• Regular work hours are 5 hours per day, Monday through Friday. Business Office hours are 8am-4pm Monday through Friday. 

• Salary range is $16.90-$27.40 per hour.   

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.  

While performing the duties of this job, the employee is regularly required to stand for long periods. The employee must frequently reach with hands and arms. The employee is required to use hands to finger, handle, or feel; talk or hear; stand and walk; bend/stoop/twist/squat/kneel; fine motor manipulation. The employee must regularly lift and move up to 25 pounds and occasionally lift and move up to 50 pounds. Anything over the weight limit should be done as a two-person lift or with a mechanical lift. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. PWS is made up of multiple buildings and campuses with uneven surfaces and terrain. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee will spend most of the time indoors in the coffee trailer. The noise level in the work environment is usually moderate, but machines can get loud for those with sensitive hearing. 

Pasadena Waldorf School is an Equal Opportunity Employer and makes employment decisions based on merit. We are committed to providing equal employment opportunities to all individuals without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic. We are committed to providing reasonable accommodation to qualified individuals with disabilities. If you require accommodation to participate in the application or interview process, please contact the School’s Human Resources Manager to request assistance. This policy applies to all recruiting and hiring practices, promotion, compensation, benefits, training, professional development, and other terms and conditions of employment. 

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include every possible activity and task performed by every specific employee.  

To Apply   

• Please submit a letter of introduction, resume, and contact information for three professional references using the button below.