Accounts Payable Clerk

Direct and manage the accounts payable activities. Ensure compliance with applicable state laws and regulations. Perform bookkeeping tasks and assist in maintaining district financial records.

Qualifications:

Education/Certification:

• High School Diploma
• Sixty (60) college hours and/or Associate's Degree Preferred

Experience

• 2-3 years' experience

Required Knowledge, Skills, and Abilities (KSAs)

• Ability to use computer and software to develop spreadsheets and do word processing
• Ability to work with numbers in an accurate and rapid manner to meet established deadlines
• Knowledge of procedures for purchasing and invoicing supplies and equipment
• Ability to work with numbers in an accurate and rapid manner
• Ability to deal effectively with vendor representatives
• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and do word processing
• Effective organizational, communication, and interpersonal skills

Preferred KSAs

• 2-3 years clerical/accounting experience

Responsibilities and Duties:

• Oversee the daily operations of the accounts payable department.
• Process bids and purchase orders as directed and in accordance with established procedures.
• Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
• Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
• Contact vendors to check on pricing, supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
• Detect and resolve problems with incorrect orders, invoices, and shipments.
• Prepare and maintain vendor database and bidder lists.
• Oversee daily General Ledger activity - encumbrances, open/blanket purchases orders
• Print and Post A/P checks runs.
• Review and authorize payment of invoices.
• Oversee approved vendor listing and ensure updates and compliance of required documents.
• Review all cash reimbursement and credit card expenditures.
• Prepare, print and distribute 1099s and submit to IRS.
• Record deposits use accurate accounting codes in the general ledger for all local, state and federal revenue.
• Reconcile monthly bank statement
• Assist with timely preparation of financial statements, to achieve accurate month and year-end closing of the general ledger.
• Other duties and assignments as needed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Ensure compliance of policies and procedures for the accounts payable department. Update and revise such policies and procedures as required.
• Maintain confidentiality.

Equipment Used:

All equipment required to perform job duties and tasks previously described.


Physical / Environmental Factors :


The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.