Accounts Payable Clerk

Location: The CSD Administration Building

Pay

$22.13 per hour

Schedule

Monday through Friday, 8:00 am – 4:30 pm

Benefits

• Comprehensive medical insurance (medical, prescription, dental, vision)
• Voluntary benefits (Life, Long-Term Disability, Flexible Spending/Dependent Care Accounts; short-term disability, cancer, accident, hospital plans)
• Paid holidays, illness, personal, and vacation time
• Wellness program

About the Role

To facilitate various acquisitions and process payment of expenditures for the District, and help to ensure an efficient and reliable level of operations.

Responsibilities

• Process invoices for payment and maintain appropriate records; prepare and process checks; perform and coordinate all accounts payable-related data entry; validate and process district-wide purchasing; obtain comparative quotes from vendors.
• Track partial payments on purchase orders and invoices, maintaining open files until completed.
• Provide a check register to the Business Manager for verification.
• Assemble and sort checks for mailing.
• Communicate with administrators regarding receipt of orders, invoice questions, past due invoices, signature requests on purchase orders and invoices, and all other matters related to accounts payable.
• Verify the accuracy of invoices received from vendors.
• Review invoices against receiving records to ensure items were received by the District and address any invoices for which receiving records are not available, bringing any serious concerns to the supervisor.
• Communicate with vendors regarding invoices, payments, purchase orders, credits, or other information needed, and prepare all vendor credit applications and tax-exempt forms.
• Ensure time-sensitive payables, as identified by the supervisor, are paid and filed on a weekly basis or more quickly as directed.
• Reconcile district credit card statements monthly, ensuring compliance with applicable District policies and procedures, and raise any concerns with the supervisor.
• Establish or maintain existing online and hard copy filing systems appropriate for the Business Office environment, in accordance with standardized records management procedures, to facilitate retrieval and access.
• Maintain classified or confidential materials in accordance with security procedures; transfer and discard files in accordance with established business procedures and schedules.
• Enter new vendor information into the system.
• Prepare Board Reports on a monthly basis to include bills that have been paid and require Board approval.
• Print and mail all checks, with the exception of payroll checks, for the district.
• Use computer/technology skills in performance of duties, such as use of the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of forms.
• Update skills to ensure the ability to use technology and implement new practices and procedures as they are developed.
• Perform other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system.

Equipment Used

• Standard office equipment, including a personal computer, copy machine, fax machine, and telephone
• Calculating devices

Qualifications

• High school diploma or equivalent (required)
• 3–5 years of experience in Accounts Payable, preferably in a Public School setting
• Any combination of education and experience that provides the required skills and knowledge for successful performance

Skills and Abilities

• Knowledge of accounting and bookkeeping principles
• Organizational and time management skills
• Ability to report work orally or in writing to the supervisor as required
• Ability to carry out instructions furnished in written or oral form
• Ability to perform complex arithmetic operations and use calculators
• Ability to understand, apply, and use personal computers and software applications (e.g., Word, Excel)
• Ability to problem-solve job-related issues
• Ability to process paperwork accurately according to standardized procedures
• Ability to maintain confidentiality of information regarding the school district’s financial and other information
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work

Physical and Mental Demands

• Works in standard office building environments