Clerk V - Accounts Payable-Food Services

Job Title:      Clerk V �Nutrition Services Accounts Payable Clerk
Supervisor:  Accounts Payable Supervisor
Terms of Employment:  240 Days
Job Summary: 
      To assist the Accounts Payable Supervisor in the overall operation of Accounts Payable Services.
Essential Duties

• Prepare and process payment of invoices.
• Monitor discount opportunities; verify vendor names and numbers, schedule and prepare checks; resolve invoice or payment discrepancies and documentation; ensure credit is received for outstanding memos; and adjust distribution lines to accommodate budget checking for multiple invoice/distributions lines.
• Notify Nutrition Services bookkeeper of invoices that are approaching discount/net due dates of invoices that have not been received on.
• Assist vendors with reconciling monthly statements, outstanding invoices, and related transactions.
• Work with Nutrition Services bookkeeper on a daily basis as a mediator to clear up discrepancies.
• Monthly reports to finalize vouchers to ensure that all remaining encumbrances revert to the budget.
• Research and verify quarterly outstanding check lists for Finance; Verify that lost or stolen checks have or have not cleared the bank and submit a request to issue a stop payment and re-issue a replacement check.
• Provide any assistance needed for absent co-worker to assure the timely payment of invoices from their assigned vendors.
• Process all Nutrition Services student/parent refunds as needed.
• Responsible for scanning, filing, and maintaining all accounts payable records
• Work closely with Procurement department to ensure that the invoice and the purchase order match correctly with change orders, rollovers, re-creations, and any other discrepancies that may occur.
• Protect organization's value by keeping information confidential.
• Year-end requires that all active purchase orders be paid, rolled over or canceled by obtaining information from responsible parties e.g.; vendors (invoices), Nutrition Services bookkeeper (packing slips, receiving, cancellation of purchase order lines, etc.) by specific deadline.
• Annual audit request to provide copies of invoices, checks, and purchase orders from Accounts Payable files.

Other Duties
      Performs any duties and assumes any responsibilities as may be assigned by the Accounts Payable Supervisor, Budget Officer, or Director of Nutrition Services.
Job Specifications
      Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Support Personnel.
Minimum Qualifications (Knowledge, Skills and Abilities Required)

1. High School Diploma required; Associates Degree Preferred
2. Experience in accounts payable or other comparable process.
3. Experience/training scanning and indexing documents.
4. Ability to work independently and unsupervised.
5. Ability to communicate both orally and in written format with internal and external departments and agencies.

Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to stand and reach with hands and arms; walk; sit; stoop or kneel; crouch or crawl. 
Additional physical requirements include the following:

• Physically capable of frequently lifting or moving up to 40 pounds;
• Specific vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus;
• Ability to sit and stand for extended periods of time;
• Manual dexterity for the purpose of using a telephone and data entry;
• Read a computer screen and printed material with or without vision aids;
• Hear and understand speech at normal levels and on the telephone; and
• Speak in audible tones so that others may understand clearly in person and on the telephone.

 
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   
Pay Grade:  106
This job description in no way states or implies that these are the only duties to be performed by this employee.  The employee will be required to follow any other instructions and to perform any other related duties as assigned by the appropriate administrator or supervisor.  Horry County Schools reserves the right to update, revise or change this job description and related duties at any time without prior notice.