Accounts Payable Clerk

Accounts Payable Clerk 

Location: The CSD Administration Building
Pay Rates: Starting at $22.13 per hour. 
Schedule: Monday through Friday 8:00 am - 4:30 pm
Employee Group: Support Staff / 260 Day Employee

Benefits: Medical, Vision, Dental

FLSA Status:  Non-exempt 

Job Goal
 To facilitate various acquisitions and process payment of expenditures for the District, and help to ensure an efficient and reliable level of operations.

Essential Functions

1. Processes invoices for payment and maintains appropriate records; prepares and processes checks; performs and coordinates all accounts payable-related data entry; validates and processes district-wide purchasing; and obtains comparative quotes from vendors. Tracks partial payments on purchase orders and invoices, maintaining open files until completed. Provides a check register to the Business Manager for verification. Assembles and sorts checks for mailing. 

2. Communicates with administrators regarding receipt of orders, invoice questions, past due invoices, and signature requests on purchase orders and invoices, and all other matters related to accounts payable. 

3. Verifies the accuracy of invoices received from vendors. Reviews invoices against receiving records to ensure items were received by the District and address any invoices for which receiving records are not available, bringing any serious concerns to the supervisor. Communicates with vendors regarding invoices, payments, purchase orders, credits, or other information needed, and prepares all vendor credit applications and tax-exempt forms. 

4. Ensures time-sensitive payables, as identified by the supervisor, are paid and filed on a weekly basis or more quickly as directed. 

5. Reconciles district credit card statements monthly, ensuring compliance with applicable District policies and procedures, and raises any concerns with the supervisor. 

6. Establishes or maintains existing online and hard copy filing systems appropriate for the Business Office environment, in accordance with standardized records management procedures, and so as to facilitate retrieval and access. Maintains classified or confidential materials in accordance with security procedures; and transfers and discards files in accordance with established business procedures and schedules. 

7. Enters new vendor information into the system. 

8. Prepares Board Reports on a monthly basis to include bills that have been paid and require Board approval. 

9. Prints and mails all checks, with the exception of payroll checks, for the district. 

10. Uses computer/technology skills in performance of duties, such as use of the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of forms. Update skills to ensure the ability to use technology and implement new practices and procedures as they are developed.

Additional Duties 
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system. 

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all-inclusive of every task or responsibility. 

Equipment

• Uses standard office equipment, including a personal computer, a copy machine, a fax machine, and a telephone.
• Uses calculating devices.

Knowledge, Skills, and Abilities

• Knowledge of accounting and bookkeeping principles.
• Organizational and time management skills.
• Ability to report work orally or in writing to the supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply, and divide, perform complex arithmetic operations, and use calculators.
• Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding the school district's financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Physical and Mental Demands, Work Hazards

• Works in standard office building environments.
           *See the Summary of Physical, Sensory, and Environmental Requirements Needed to Perform Essential Job Duties for this position. 

Qualification Profile 
Any combination of education and experience that provides the required skills and knowledge for successful performance would qualify.  

• High School : Required
• 3-5 years of experience in Accounts Payable, preferably in a Public School setting : Preferred

Please See Attached for Full Job Description

All employment is provisional for 90 days as required by ACT 168 of 2014, enacted December 22, 2014.  MUST SUBMIT ACT 168 FORM TO ALL CURRENT AND FORMER EMPLOYERS WHERE YOU HAVE HAD DIRECT CONTACT WITH CHILDREN