Accounts Payable Clerk

Primary Purpose:


Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to standard accounting procedures to include prompt and accurate payment of all expenses incurred by the district.


Qualifications:
Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

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

Experience:

• One year accounting experience at clerical level

Major Responsibilities:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Accounting:

1. Receive and process for payment all accounts payable invoices, requisitions, purchase orders, receipts, and vendor information. Verify invoices and purchase orders to ensure completeness and accuracy for shipment prior to payment.
2. Detect and resolve problems with incorrect orders, invoices, and shipments.
3. Work with district and campus personnel and vendors to correct or obtain information needed for the processing of payments.
4. Confirm balances in accounts for all requisitions.
5. Prepare and distribute paid invoices at designated times.

Purchasing and Inventory:

1. Maintain accurate and current inventory records of the district's fixed and movable assets and oversee maintenance of a timely replacement cost-asset listing for insurance purposes.

Data Entry:

1. Input accounting data into automated accounting systems using a standard office computer to include cash receipts, encumbrances, payment requests, general journal vouchers.

Records and Reports:

1. File office copies of checks, requisitions, invoices, purchase orders, general journal vouchers and cash receipts.
2. Keep records up to date.
3. Print out month end accounting reports.

Other:

1. Communicate the current status of invoices to campus staff.
2. Prepare correspondence using a standard office computer.
3. Receive incoming calls, answer questions, and direct calls as needed.
4. Keep informed of and comply with state and district policies and regulations concerning primary job functions.
5. Follow district safety protocols and emergency procedures.
6. Must be present regularly in person.

Supervisory Responsibilities:
None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Copier, calculator, computer, and printer


Posture: Prolonged use of computer, frequent prolonged sitting and standing


Motion: Climbing, stooping, bending, and kneeling


Lifting: Frequent use of both light and heavy equipment; ability to lift up to 50 pounds


Environment: Occasional district-wide and statewide travel, prolonged and irregular hours, required to always be on call


Mental Demands: Maintain emotional control during stress, work both inside and outside

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