Job Number 4900018550
Start Date
Open Date 12/07/2023
Closing Date 12/20/2023
JOB TITLE:
Accounts Payable Clerk
WAGE/HOUR STATUS:
Nonexempt
REPORTS TO:
Accounting Director
PAY GRADE:
CT 306
DEPT/SCHOOL:
Central Business Office
LENGTH OF ASSIGNMENT:
226 days
DATE REVISED:
12/2023
PRIMARY PURPOSE:
Assist in the prompt and accurate payment of all expenses incurred by the district.
Work under close supervision and follow established procedures to process purchase orders and invoices, and maintain accounting records.
QUALIFICATIONS:
Education/Certification:
High School diploma or GED
Special Knowledge/Skills:
Ability to operate computer and software such as word processing & spreadsheets
Proficiency in use of calculator and office machines
Knowledge of basic accounting and governmental account coding
Experience:
Required three years accounting clerical experience and knowledge with accounting software systems.
MAJOR RESPONSIBILITIES AND DUTIES:
Receive and process for payment all accounts payable invoices, purchase orders, etc.
Match invoices with proper purchase orders; ensure completeness and accuracy of invoices.
Maintain accurate accounts payable files.
Communicate with all departments, campuses on outstanding purchase orders as needed to
Improve the efficiency and accuracy of the general ledger
Review and monitor open purchase orders for payment before year end.
Prepare outstanding purchase order reports for all campuses, departments, warehouse, and
special funds.
Detect and resolve problems with incorrect orders, invoices, and shipment.
Contact district personnel and vendors to correct or obtain information needed.
Confirm balances in accounts for all purchase orders.
Prepare and distribute paid invoices along with checks at designated times.
Maintain accounts payable data to ensure all invoices are cleared and properly posted in the
System.
File office copies of checks, requisition, invoices, and purchase orders.
Communicate current status of invoices with campus staff.
Obtain forms necessary for vendor files to be maintained.
Conduct periodic checks of travel reports and food service orders.
Type any necessary correspondence.
Receive incoming calls, answer questions, and direct calls to the proper party.
Keep informed of and comply with state and district policies and regulations concerning primary job functions.
Aid in the gathering of information for the annual audit.
Review and verify vendor checks that do not clear the outstanding check list.
Perform any other duties as may be assigned by the Director of Accounting and/or Chief Financial Officer.
SUPERVISORY RESPONSIBILITIES:
None.
WORKING CONDITIONS:
Mental Demands:
Reading; ability to communicate effectively (verbally); ability to operate computer;ability to meet established deadlines.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of computer terminal; occasional prolonged irregular hours; moderate lifting and/or carrying.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Building/Campus Central Office
Salary: From 18.
09
Job Description
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