Accounts Payable & Purchasing Specialist / Help Desk (Hybrid)

Department: Business Office / Finance
Reports To: Director of Business and Finance
FLSA Status: Hourly ($25–28/hour), Non-Exempt

Position Summary

This hybrid role combines Accounts Payable, Purchasing, and Help Desk responsibilities to support the school’s financial operations and daily technology needs.

The Accounts Payable and Purchasing functions focus on accurate processing of financial transactions, vendor management, and procurement in accordance with school policies and regulatory requirements. The Help Desk function provides Tier 1–2 technical support to faculty, staff, and students, ensuring reliable operation of devices, classroom technology, and campus systems.

This is a highly visible, service-oriented position requiring strong organizational, technical, and communication skills. The role emphasizes responsiveness, attention to detail, and collaboration, with coordination and escalation to external partners as needed.

Candidates are not expected to be experts in all areas; training and support will be provided based on individual strengths.

Essential Duties and Responsibilities

Accounts Payable & Finance

Process vendor invoices, reimbursements, and check requests
Verify coding, approvals, and supporting documentation
Maintain vendor records (W-9s, payment terms, compliance documents)
Reconcile vendor statements and resolve discrepancies
Manage credit card reconciliations and related journal entries
Support monthly close, budget preparation, and audit requests
Process annual 1099 reporting

Purchasing & Vendor Coordination

Obtain and evaluate vendor quotes
Coordinate ordering of supplies, textbooks, and subscriptions
Track orders and verify deliveries
Resolve issues with shipments and vendors
Assist with asset tracking and inventory

Help Desk & End-User Support

Provide Tier 1–2 support (in-person, email, ticketing system)
Troubleshoot hardware, software, and connectivity issues
Support Apple, Windows, and classroom devices (MacBooks, iPads, printers)
Assist with account access, onboarding, and password resets

Classroom & Campus Technology

Support classroom technology (projectors, displays, Apple TV, smart boards)
Manage app deployment and digital subscription rostering for student devices
Provide timely in-class support to minimize instructional disruption

Systems & Infrastructure Support

Assist with basic network and Wi-Fi troubleshooting
Support systems such as Zoom Phone and campus safety tools (e.g., cameras)
Coordinate with external IT providers for escalations and projects

Device & Asset Management

Maintain inventory of devices and equipment
Support device setup, deployment, and lifecycle management
Assist with mobile device management (MDM) systems

Preferred Qualifications

2–4 years of accounts payable, bookkeeping, or related experience
Experience with accounting software (Blackbaud, QuickBooks, Sage Intacct, or similar) and Excel and Google Suite
Basic understanding of accounting principles
IT support or help desk experience
Experience supporting Apple devices and classroom technology
Familiarity with systems such as Cisco Meraki, Verkada, Zoom Phone, or MDM tools (preferred)
Strong communication, organization, and problem-solving skills

Skills & Competencies

High attention to detail and accuracy
Strong organizational and time-management skills
Ability to manage multiple priorities and meet deadlines
Customer-service oriented with a collaborative approach
Strong troubleshooting and problem-solving abilities
Ability to support non-technical users with patience and clarity
Professional communication skills (written and verbal)

Work Environment

On-campus, in-person role
Frequent movement between classrooms and offices
Occasional lifting (up to ~40 lbs)

Background Check Requirements

Employment is contingent upon successful completion of all required background checks in accordance with California law and school policy.

Compensation

Competitive hourly rate ($25–28/hour) plus benefits, including medical, dental, vision, retirement plan, and paid time off.

Equal Employment Opportunity

The School is an equal opportunity employer and seeks candidates who will contribute to a diverse, equitable, and inclusive community.

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