Accounts Payable Assistant

NORTHWEST INDEPENDENT SCHOOL DISTRICT

Job Title: Secretary III - Accounts Payable Clerk (0415A)                      

Reports To: Assistant Director of Accounts Payable

Dept. /Campus: Financial Services

Wage/Hour Status: Non-Exempt                              

Duty Days: 235 Days

Pay Grade: P30

Date Revised: 03/2024

Primary Purpose:

Responsible for review, research and executing accounts payable functions and employee expense reimbursements while processing the timely payment of the district’s obligations in accordance with applicable state laws/regulations and District Policies within the Financial Services Department.

Qualifications:

• College hours, high school diploma or GED
• TASBO certification, preferred.
• Understanding of accounts payable and terminology and procedures
• Knowledge of computerized accounting systems
• Effective organizational and interpersonal skills
• Proficient written and verbal communication
• Excellent analytical and problem-solving skills
• Ability to work with numbers in an accurate and rapid manner.
• Proficient skills in keyboarding and file maintenance
• Ability to use personal computer and software to develop spreadsheets.
• Knowledge of eFinance software, preferred.

Major Duties and Responsibilities:     

1. Match invoices with purchase orders.
2. Large volume of data entry.
3. Review and verify invoices for accuracy, completeness, and adherence to the approved purchase order.
4. Verify that goods and services have been received and/or completed and have appropriate supporting documentation.
5. Input pre-approved check requests and other payment forms into the accounts payable system.
6. Research vendor payment inquires, as well as vendors statements.
7. Communicate with vendors and campus personnel to resolve payment problems such as past due bills, duplicate payments, credit memos, vendor refund requests, backordered items, missing invoices, and items in dispute.
8. File documents and prepare checks for mailing.

1. Maintain organized files/records.
2. Work with purchasing to maintain accurate and updated vendor information.
3. Create google documents and run Cognos reports on open purchase orders.

Supervisory Duties: 
N/A

Equipment Used: 
Standard office equipment including personal computer.

Working Conditions: 
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions. Prolonged use of the computer. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.