Accounts Payable Clerk

POSITION TITLE: Accounts Payable Clerk

EXEMPTION STATUS: Non-exempt

REPORTS TO: Coordinator of Financial Services

TERMS OF EMPLOYMENT: 12 months

HOURLY SALARY RANGE:  Minimum $16.34, Midpoint $20.42, Maximum $24.50

Primary Purpose

Assist in the prompt and accurate payment of all expenses incurred by the District.  Follow established procedures in processing payments and maintain accurate records.  

Qualifications

Education/Certification

High school diploma or GED

College hours or degree in accounting, preferred

Special Knowledge/Skills

Proficient computer skills to develop spreadsheets, manage databases, and perform word processing

Proficient skills in keyboarding, data entry, and file maintenance 

Effective organizational, communication (verbal and written), and interpersonal skills

Proficient skills in reconciliation of financial information and ledger balances

Knowledge of acceptable accounting principles

Experience

Two years accounts payable experience, preferably in a public education environment or related field

Major Responsibilities and Duties

Financial Ethics

• Comply with all policies and procedures; internal controls; and state, local, and federal laws as they pertain to the financial affairs of the District.
• Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.
• Act in an ethical and honest manner in all business transactions of the District.
• Maintain confidentiality of all data, files and general financial information of the District.
• Safeguard against unauthorized access to assigned computer system and electronic data.

Accounting

• Receive and process for accounts payable invoices for payment, match invoices to purchase orders, verify for accuracy, and contact employees and vendors to obtain or correct information.
• Enter data from invoices, reconcile vendor statements, and process and distribute checks for payment.
• Confirm account coding when funds are received from check or cash, insurance premiums, and unused disbursed funds; receipt funds; prepare and deliver deposit to the Cash Receipts/Bank Reconciliation Clerk for verification, as assigned.
• Using quarterly reports, monitor vendors to ensure W-9 forms are filed with the purchasing department and vendor information is correct in financial system.
• Process the annual filing of Form 1099 Miscellaneous.

Clerical Support, Reports, Records, and Correspondence

• Receive calls, assist caller or take reliable message, and appropriately route call.
• Receive, sort, and distribute department mail and other documents and assist administrative departments in processing outgoing mail, as assigned.
• Prepare correspondence and forms, assist in compiling information for preparing various reports, and assist with reports for the annual independent audit process.
• Maintain accurate records and file copies of checks, requisitions, invoices, and purchase orders; and maintain vendor files.
• Assist department staff with projects and duties, as needed and perform duties in their absence.

Professional Growth and Development

• Keep informed and comply with federal and state laws, policies, and regulations concerning assignment.
• Participate in professional development programs, staff meetings, and special events as assigned.

Communication

• Effectively communicate with staff, vendors, and others; maintain a positive rapport in assisting with questions and concerns in a prompt and courteous manner; and maintain high degree of confidentiality
• Communicate current status of invoices to campus and department staff.
• Articulate the District’s mission and goals to the community and solicit community support.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment, computer, peripherals, electronic devices, telephone

Posture: Prolonged sitting; occasional standing, kneeling/squatting, bending/stooping, pushing/pulling, twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; wrist flexion/extension; overhead reaching; and visual acuity

Lifting: Lifting and carrying up to 30 pounds without assistance and more than 30 pounds    with assistance

Environment: Work in office setting; occasional prolonged hours

Mental Demands: Maintain emotional control under stress, work with frequent interruptions