Accounts Payable/Inventory Clerk

Job Title:                      Child Nutrition - Accounts Payable/Inventory Control Clerk
Reports to:                   Director of Child Nutrition

Dept./School:               Child Nutrition Department

Wage/Hour Status:      Nonexempt

Pay Grade:                    CN5 – 226 days

Date Revised:               05/08/2026

Primary Purpose:

Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to stand account procedures for the Child Nutrition Department.

Qualifications:

Education/Certification:

• High school diploma or GED
• Must maintain required Texas Department of Agriculture yearly training standards of 6 hours.
• Candidate must have a satisfactory outcome of fingerprinting background check.

Nonrefundable fee (Approximately $50.00) paid by employee.

• Food Handler Certificate

Special Knowledge/Skills:

• Knowledge of basic accounting procedures
• Ability to use personal computer and software to develop spreadsheets, databases and do word processing. (Microsoft)
• Proficiency in use of calculator and office machines
• Ability to communicate effectively

Experience:

• One-year clerical experience in office setting

Major Responsibilities and Duties:

General

1. Demonstrates thoroughness, reliability and a high degree of accuracy in performing work assignments.
2. Works cooperatively with others and maintains a positive attitude in the work environment.
3. Demonstrates initiative and good judgment in problem solving and decision-making.
4. Reports promptly and maintains good attendance.
5. Uses time productively on the job.
6. Follows district policies, rules and regulations
7. Accepts supervisory direction
8. Strives to improve job skills
9. Demonstrates tact, courtesy and helpfulness in dealing with staff, students, parents, and visitors in the district.

Accounting

1. Receives and process for payment all accounts payable invoices, requisitions, purchase orders, receipts and vendor information for Child Nutrition Department.
2. Assists in obtaining necessary bid quotes on items not listed on formal periodical awarded bids, following proper procedures for compliance with district, state, and federal regulations.
3. Assists in arranging for contracted services.
4. Matches invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments for Child Nutrition Department.
5. Detects and resolves problems with incorrect orders, invoices and shipments for Child Nutrition Department by tracing errors and records adjustments to correct charges or credits posted to incorrect accounts.
6. Contacts district personnel and vendors to correct or obtain information needed for Child Nutrition Department.
7. Confirms balances in accounts for all requisitions for Child Nutrition Department.
8. Prepares and distributes paid invoices at designated times for Child Nutrition Department.

Data Entry

1. Inputs accounting data into automated accounting system using personal computer for Child Nutrition Department.
2. Submit all orders from campuses to appropriate vendor.

Records and Reports

1. Files office copies of checks, requisitions, invoices and purchase orders for Child Nutrition Department.
2. Maintains Inventory for all campuses. (End of month verification for accuracy on inventory levels per campus)
3. Keep and maintains Commodity Inventory Records.
4. Keeps records up to date for Child Nutrition Department.
5. Maintains vendor files and set up new accounts when changes occur for Child Nutrition Department.

Other

1. Communicates current status of invoices to campus staff for Child Nutrition Department.
2. Prepares correspondence using personal computer for Child Nutrition Department.
3. Receives incoming calls, answer questions and direct calls to proper party for Child Nutrition Department.
4. Keeps informed of and comply with state and district policies and regulations concerning primary job functions for Child Nutrition Department.
5. Provides clerical support as needed for Child Nutrition Department.
6. Maintains confidentiality of the position

Supervisory Responsibilities:

None

Equipment Used:

Personal computer, multi-line phone system, printer, calculator and copier.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Work with frequent interruptions.  Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all