Accounts Payable Clerk

Job Title: Accounts Payable Clerk

Position Function: Primary responsibilities are accounts payable related, processing invoices and documents using various accounting methods including matching to purchase orders. The position requires skills to examine payable documents for accountability in accordance with statutory requirements, district policy and guidelines, and general accounting principles and procedures. The complex nature of this position requires the ability and skill to track transactions and/or errors through an account from initiation to resolution.

Employee Punctuality and Appearance:

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position

Additional Duties: Assists with additional duties as assigned by Controller and CFO.

Equipment: This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with USD 259’s guidelines for equipment use.

Travel: Limited travel between schools and central offices may be required.

Physical and Mental Demands:

• Work in standard office and school building environments
• Additional demands upon request of Supervisor

Knowledge, Skills, and Abilities:

• Ability to maintain professional discretion in order to comply with instructions, procedures, standards, policies, laws, and theories that are obtained within the organization
• Proficient time management skills, good judgment, problem solving, and analytical abilities in order to effectively meet deadlines
• Position requires functional reasoning skills enabling the analysis of major problems that necessitate complex planning for interrelated activities that can span one or several work units. Position requires situational reasoning skills allowing for the ability to exercise judgment, decisiveness and innovation in situations involving broader aspects of the organization.
• Ability to communicate exceptionally both verbally and written to communicate effectively with others inside and outside of the organization for the purpose of giving and obtaining highly confidential information, and frequently involving influencing and advising others on matters of significance
• Ability to solve complex problems using research, analyzing, and previous precedent for similar problems
• Ability to provide the highest level customer service
• Displays eagerness and the ability to learn new methods, procedures, and techniques
• Ability to plan and organize effectively to achieve greater results
• Gives the highest priority to achieving accuracy
• Displays a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals and the role of every employee in achieving each of them

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Essential Performance Responsibilities:

• Processes account payable invoices or requests for reimbursement, including review for accuracy, completeness, and compliance with district policies and procedures.
• Payment entry includes direct payments and purchase order matching invoices, which may have in excess of 100 lines.
• Prioritizes invoices according to cash discount potential and payment terms.
• Receives, researches and resolves a variety of routine internal and external inquiries concerning payment status, including communicating the resolution of discrepancies to appropriate persons.
• Reconciles vendor statements, researches and corrects discrepancies.
• Maintains files and documentation thoroughly and accurately, in accordance to district policy and accepted accounting practices; scans and uploads payables documents and indexes them accordingly.
• Organizes and distributes invoices received through postal service, interschool mail service, and email, often receiving in excess of 100 invoices per day to be sent to appropriate responsible parties for approval.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

Qualification Profile:

• A High School education or GED is required, Associate’s Degree preferred
• Minimum of one year experience is preferred
• Knowledge of procedures and practices governing purchasing, accounts payable, and related financial transactions. Practices and procedures of governmental accounting; methods, practices, documents and terminology used in processing accounting transactions and in financial record keeping; fundamental accounting and internal control policies and procedures; the District’s general accounting system and associated practices and procedures for processing accounting information and interpreting input and output data; standard office practices, procedures and equipment; and customer service techniques.

FLSA Status: