Travel/Accounts Payable Clerk (26-27 SY) - Business Office

Travel/Accounts Payable Clerk

Age/Hour Status: Exempt

Reports To: Accounts Payable Supervisor

Pay Grade: Salary Schedule 060 (230 Days)

Department: Business Services

Date Revised: September 2022

A Letter of Assurance will be issued for this position.

Primary Purpose: Assist in administration of District's financial responsibilities including but not limited to Accounts Payable and Accounting.

Qualifications:

Minimum Education/Certification:

• High School Diploma or GED

Special Knowledge/Skills:

• Business and/or Accounting Experience
• Proficient Computer Skills
• Microsoft Office including Microsoft Excel
• Problem Solving/Analytical and Reconciliation Skills
• Written and Verbal Communication
• Multi-tasking and Organizational Skills
• Team Player

Minimum Experience:

• Three years business or other equivalent experience or background

Major Responsibilities and Duties:

1. Process all district travel and mileage checks
2. Process all credit card transactions
3. Reconcile all district credit cards monthly
4. Train all district personnel on credit card/travel procedures and guidelines
5. Perform weekly accounts payable and accounting assignments
6. Match invoices with purchase orders and receiving data to verify accuracy
7. Detect and resolve discrepancies in the accounts payable process in a timely manner
8. Maintain working relationships with vendors and district personnel to resolve issues in a timely manner
9. Confirm sufficient balances in accounts for payments for invoices to be processed
10. Review the open purchase order report to address and resolve past due purchase orders in a timely manner
11. Complete the year-end close of open purchase orders in an appropriate and timely manner
12. Archive check copies, invoices, purchase orders, and other related documents by scanning and indexing using the document management system
13. Perform duties in accordance with department operating procedures at all times
14. Perform other duties as assigned by the Accounts Payable Supervisor and Accounting Supervisor

Equipment Used:

1. Computer
2. 10-Key Calculator
3. Scanner

Supervisory Responsibilities: None

Working Conditions:

Physical/Mental Demands: Must maintain emotional control and exercise reasoning and problem-solving skills while under duress. Must demonstrate ability to communicate effectively (verbal and written). Ability to coordinate district functions. Must interpret policy, procedures, and data. Frequent lifting and carrying of moderate weight materials. Frequent in-district and occasional in-state or national travel. Frequent prolonged and irregular hours.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is an in-person position. Work from home is not allowed unless approved by the Superintendent.