Purchasing/Accounts Payable Clerk

Accounts Payable

Review invoices for accuracy, proper approvals, account coding, purchase orders, and supporting documentation.

Process accounts payable for transactions, including invoices, checks, ACH payments, credit card payments, and other vendor payments, in a timely and accurate manner.

Maintain accurate vendor records and accounts payable files in accordance with district record retention requirements.

Coordinate with district departments to ensure invoices are properly authorized and resolve invoice, payment, purchasing, and vendor discrepancies.

Reconcile accounts payable records and assist with monthly, quarterly, and year-end financial closing processes.

Monitor expenditures for appropriate budget coding and report discrepancies or concerns to supervisors.

Prepare accounts payable reports and provide documentation for internal and external audits.

Maintain confidentiality of financial, employee, and vendor information.

Perform other duties as assigned by the Business Manager, Superintendent, or designee.

Purchasing

Process approved requisitions for supplies, equipment, and services from outside vendors.

Initiates contacts with vendors related to supply and equipment availability, and issues purchase orders and contracts.

Obtains and studies comparative prices and quotations.

Purchases supplies, equipment and services necessary for the operation of the school division by competitive bidding, informal quotations, or negotiations in compliance with Board Policy.

Studies price trends and market conditions and keeps informed of sources of supply and new product development.

Prepares all bidding and documents, proposals and specifications, in consultation with respective department heads/supervisors and Director of Finance.

Examines all purchase requisitions to determine accuracy of information including account code.

Maintains and updates vendor files including W-9's and creates and maintains vendors upon receipt of required documentation.

Assumes responsibility for school district purchasing.

Reviews open requisitions and purchase orders at least quarterly to ensure encumbrances are valid and invoices are paid in a timely manner.

Liquidate purchase orders and reconcile receipts, expenditures, and account coding.

Trains division personnel on purchasing procedures. Develops and maintains user manuals for purchasing procedures to provide training and support.

Review travel authorization forms for accuracy and make flight and hotel arrangements for staff.

Process employee reimbursements.

General

Demonstrates ability to effectively communicate with vendors and all levels of division personnel.

Possesses good organizational and written communication skills.

Demonstrates ability to handle multiple tasks simultaneously and ability to meet deadlines.

Demonstrates good work habits to include punctual and regular attendance and efficient use of time.

Participate in cross training for functions performed within the Finance Department.

Perform other related duties as requested.