Accounts Payable Specialist

MAGNOLIA ISD

Job Title:     Accounts Payable Specialist                                  Wage/Hour Status:  Nonexempt

Reports to:  Executive Director of Financial Services               Pay Grade:  5 � 226 Days

Department:  Business Office                                                     Updated:  July 2024 
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Primary Purpose:

Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to standard accounting procedures.

Qualifications:

Education/Certification:

High school diploma or GED

TASBO certifications

Special Knowledge/Skills:

Knowledge of basic accounting procedures

Ability to use personal computer and software to develop spreadsheets, databases and do word processing

Proficiency use of calculator and office machines

Ability to communicate effectively 

Experience:

Minimum of three years accounting or other business related experience at clerical level

Major Responsibilities and Duties:

Accounting

1.    Receive and process for payment all accounts payable invoices, requisitions, purchase orders, receipts, and vendor information.

2.    Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.

3.    Detect and resolve problems with incorrect orders, invoices, and shipments.

4.    Contact district personnel and vendors to correct or obtain information needed.

5.    Confirm balances in accounts for all requisitions.

6.    Prepare and distribute paid invoices at designated times.

Data Entry

7.    Input accounting data into the accounting system.

Records and Reports

8.    Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.

9.    Compile, maintain, and file all reports, records, and other documents as required

10.  Maintain vendor files and set up new accounts and make changes as they occur.

Other

11.   Communicate the current status of invoices to campus staff.

12.   Prepare correspondence using a personal computer.

13.   Receive incoming calls, answer questions, and direct calls to the proper party.

14.   Keep informed of and comply with state and district policies and regulations concerning primary job functions.

15.  Follow district safety protocols and emergency procedures.

16.   Other job duties as assigned.

Supervisory Responsibilities:

None.

Equipment Used:

Copier, calculator, computer, and printer.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions. Repetitive hand motions; prolonged use of computer. May be required to lift over 30 pounds.