JDE: 5.27

Accounts Payable Clerk

Purpose Statement

The position of accounts payable-inventory clerk is to assist in the administration of the District’s business affairs so as to provide the maximum educational services with the financial resources available.

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Job Title: Accounting Payable Clerk

Hourly Wage: $21.93 hr./40 hours per week

Hours: 7:30 A.M. - 4:00 P.M., Hours determined by supervisor

Employment Year: 261-Day Contract: 253 Work Days, 8 Paid Holidays

Reports To: Manager of Accounting Services

Wage/Hour Status: Non-Exempt

Minimum Qualifications:

• Two years of experience in accounting, bookkeeping, or payroll using an automated system.
• Demonstrated excellence in customer service.
• Demonstrated excellence in oral and written communication.
• Positive work record, which includes a high degree of organization and ability to work under pressure.
• Proficient technology skills and experience with Microsoft Office Word and Excel, General Ledger Systems and Internet Applications.

Education: High School Diploma or equivalent

Desirable Qualifications:

• Two or more years of experience in a school setting with the knowledge of State of Iowa Chart of Accounts.
• Experience with using electronic timekeeping systems, software interfaces and importing/exporting data between systems.

Education: Associates degree or higher in accounting or business

Essential Functions

• Calculate, post business transactions, process invoices, verify financial data for use in maintaining accounts payable records, and provide other clerical support necessary to pay the obligations of the organization.
• Prepare vouchers listing invoice number, date, vendor address, item description, and amounts and coding per district accounting policies and procedures.
• Correspondence with all creditors and vendors regarding payment schedules, outstanding credits and other finance-related inquiries.
• Serve as the first point of contact with vendors for successful resolution of issues related to vendor payment.
• Assemble invoices and supporting documentation to be completed for payment.
• Obtain proper information and/or data regarding invoice payments.
• Verify and calculate all extensions and totals on invoices (calculating and taking discounts when applicable).
• Prepare vouchers listing invoice number, date, vendor address, item description, and amounts and coding per accounting policies and procedures.
• Review invoices and requisitions for satisfactory payment approval.
• Assists General Accounting Supervisor in maintaining activities start-up cash file and distributing reports to activities directors and staff.
• Prepares annual IRS 1099 statements.
• Assists General Accounting Supervisor with preparation of district unclaimed property reports and payment to relevant state agencies.
• Scans relevant check, invoice, and supporting documentation into district’s records retention system
• Verifies proper approval and coding of employee expense reports.
• Prepares payment of monthly procurement card bill.
• Reconcile and maintain district records pertaining to movable equipment inventory, including district expense from all funds.
• Enter inventory additions, changes, and retirements into the district’s computerized fixed asset system.
• Purchasing Agent with questions related to fixed asset administration.
• Develop and maintain an effective level of communication with appropriate personnel.

Other Functions

• Provide great customer service, information, and assistance to all employees.
• Creating a warm and friendly office environment.
• Provide a variety of clerical and office assistant duties.
• Participate in staff development training programs, faculty meetings, and special events as assigned.
• Demonstrates integrity and maintains confidentiality.
• Is respectful and appropriately interacts with all employees.
• Works well with others, maintaining positive and effective communication with all school personnel.
• Upholds and adheres to safety rules and policies of the Ankeny Community School District safety program.
• Supports the goals and objectives of the school district and follows all district policies.
• Demonstrates the ability to attend work on a regular and routine basis to avoid disruption to district operations.
• Performs any other duties as assigned by the appropriate supervisor.
• Perform all duties in a safe manner to avoid injury to oneself and/or others.

• Responds to emergency situations for the purpose of resolving immediate safety concerns and/or directing to appropriate personnel for resolution.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Working Environment

Mental Demands/Physical Demands/Environmental Factors

The usual and customary methods of performing the position functions require the following physical demands: significant lifting, carrying, pushing, pulling, climbing, reaching, driving, standing and walking. Working conditions may include extreme temperatures and humidity. Hazards may include exposure to communicable diseases. This position requires one to maintain emotional control under stress. Successful candidates are subject to post-offer pre-employment physical.

Responsibility

Responsibilities include: working independently under broad organizational guidelines to achieve unit objectives. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to significantly impact the organization’s services.

Supervision

Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Is responsible for the overall direction, management, coordination, and evaluation of Transportation, Custodial and Maintenance, Building and Grounds and Operations support staff.

Terms of Employment

Work year established by the Superintendent; Salary according to schedule adopted annually.

Clearances

Background Clearance

Evaluation

Job performance will be evaluated annually, as per district policies and procedures

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by: Justin Mohr Date: January 26th, 2024

Ankeny Community School District is an Equal Opportunity/Affirmative Action Employer. It is the policy of the District to provide equal employment opportunities and not to illegally discriminate on the basis of race, national origin, religion, sex, disability, sexual orientation, gender identity, color, age or marital status in its employment and personnel practices. The job categories where the representative groups are underrepresented.