Overview
Evergreen Virtual Academy (EVA) is an independently managed, public charter school for kindergarten through 12th grade students in Oregon. When you join the team at EVA, you join a team of dedicated professionals working all over the state in a virtual environment to ensure the success of our families and students in meeting their educational needs and goals. EVA is authorized by the North Bend School District and accredited through Cognia.
Job Summary
The Business Services Specialist performs routine accounts payable, billing, purchasing, account reconciliation, and front office duties. This entry- to mid-level position follows established procedures, maintains accurate documentation, meets processing deadlines, and refers exceptions to the Business Manager. The position supports reception and clerical operations at the Portland Business Office/Warehouse and coordinates daily office coverage with warehouse staff.
Suggested work allocation: 80% financial processing and 20% reception and clerical support. Actual assignments may vary with school needs.
Essential Duties, Responsibilities, and Abilities
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Accounts Payable
- Receive, date, organize, and enter vendor invoices; check amounts, duplicates, coding, required approvals, and evidence that goods or services were received.
- Create purchase orders, match invoices to purchase orders, receipts, and supporting records; resolve routine discrepancies with vendors and staff and escalate unresolved items.
- Maintain vendor files and request required documentation, including W-9 forms. Route new vendors and payment-detail changes through the school’s verification and approval process.
- Prepare payment batches for authorized review and release; track due dates, reconcile vendor statements, and organize records for month-end and annual reporting.
Accounts Receivable
- Prepare and send invoices using approved agreements, rates, and supporting records; maintain billing schedules and customer account information.
- Record receipts and apply payments to invoices as assigned; maintain an open-invoice list and send courteous follow-up reminders.
- Research billing discrepancies and refer disputed charges, credits, refunds, and overdue balances to the Business Manager for direction and approval.
- Prepare and make bank deposits, accurately record deposits, and maintain supporting documentation in accordance with EVA’s financial procedures
Procurement/Reconciliations
- Place orders within assigned purchasing limits; retain approvals, itemized receipts, order confirmations, and business-purpose documentation.
- Track deliveries, returns, credits, and refunds with warehouse staff; follow up on incomplete or incorrect orders.
- Collect cardholder receipts and match transactions to monthly statements; apply approved account and program codes and prepare reconciliation packets by established deadlines.
- Maintain monthly statements and records
- Identify missing receipts, duplicate charges, unusual transactions, and unresolved credits; promptly report concerns and support dispute resolution.
- Submit completed reconciliations for independent review and approval.
- Follow purchasing and card-use procedures and protect card and vendor information.
Accuracy, communication, and internal controls
- Maintain complete, organized financial records and processing logs; support month-end close, audit requests, and routine status reporting.
- Keep student, employee, vendor, and financial information confidential; follow EVA records, privacy, and mandatory reporting procedures applicable to the role.
- Communicate processing status and missing documentation; use checklists, meet deadlines, and promptly report errors or suspected irregularities.
- Prepare transactions for approval. The employee does not approve their own purchases, release their own payment batches, approve write-offs, or perform final review of their own reconciliations.
- Provide other related processing and office support as assigned within the scope of this position.
Clerical/Administrative Duties:
- Greet visitors, students, families, vendors, and delivery personnel; follow visitor access procedures and direct inquiries to the appropriate staff member.
- Answer and route calls and messages; monitor assigned email inboxes and provide timely, courteous responses.
- Works closely with the Warehouse Manager/Clerk and assists with various projects including but not limited to:
- Creating mail merges for mailing/printing needs
- Daily office tasks (distributing mail, organizing and maintaining organization of school events and other items, etc.)
- Checks office inventory and provides a list of items needed to the Business Manager, SFO
- Printing and mailing student/staff ID cards
- Supports efforts for retention and re-registration.
- Participates in in-person events as needed.
- Operate/manage a variety of office equipment, printers/computer, and peripheral technologies to process/record information
- Utilizes a variety of word processing, database, presentation, webpage, spreadsheet, email, internet, intranet, and other software and tools to generate lists, reports, and track other duties/materials.
- Other related duties as assigned.
Communication and Relationship Building:
- Maintains positive rapport with families and students they
- Works collaboratively with other staff members across grade levels and
- Responds to students, parents, and colleagues in a timely
- Responds and works with other schools, districts, and government
- Fulfills mandatory reporting requirements and follows FERPA
Other Essential Skills and Functions:
- Displays courtesy and sensitivity even in difficult or emotional situations.
- Identifies and resolves problems with minimal direction.
- Gathers and analyzes information skillfully.
- Treats people with respect and inspires the trust of others.
- Works with integrity and accepts criticism and feedback.
- Adapts to changes in the work environment.
- Balances team and individual responsibilities.
- Exhibits objectivity and openness to others' views.
- Completes administrative tasks correctly and on time.
- Follows policies and procedures with fidelity.
- Supports organization’s goals and values.
Supervisory Responsibilities
Qualifications
Minimum Required Qualifications:
- High School Diploma or equivalent AND
- Two years of related experience and/or training OR
- Equivalent combination of education/training and experience
- Ability to clear required background check
Certificates and Licenses:
Other Desired Qualifications:
- Associate’s degree (AA) or Bachelor’s degree (BA/BS) preferred
- Experience working in schools, charter schools, and/or school districts.
- Experience working in virtual schools or online business settings.
Physical/Mental Demands
The employee is required to possess excellent communication skills, both written and oral. Human relations and communication skills are necessary to handle frequent personal and telephone inquiries received from students/families, administrators, teachers, classified employees, and others. Work requests are often received that require immediate attention, setting up conflicting priorities for timely response. Sound judgment and a pleasant attitude are required in stressful situations. The employee needs to be able to lift/move/carry materials, equipment, or boxes weighing up to 30 pounds.