Classified Employee's Salary Range: A-30
BASIC FUNCTION:Under general supervision, matches supporting documentation to purchase orders; requests payment warrants and pays vendors; reconciles accounts payable problems; maintains accounts payable files; performs year-end closing activities for accounts payable; and performs other related work as necessary.
MINIMUM QUALIFICATIONS:EDUCATION:Educational attainment equivalent to high school graduation.
EXPERIENCE:Two (2) or more years of clerical accounting experience.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job.JOB DUTIES:- Organizes, sorts and matches purchase orders, invoices and receivers; inputs data to be sent, via magnetic tape, to the County Office for warrant purposes.
- Reconciles monthly statements received from vendors; researches any open items or discrepancies; requests documentation needed to clear items.
- Matches warrants to invoices and requisitions; arranges approval by the Fiscal Services Director; and mails warrants.
- Reviews purchase orders for merchandise, services, or supplies which have not been received; accrues payments that are established but will be paid in the following year; prepares vendor files for the new year and reconciles monthly records with District vendor history reports.
- Verifies accuracy and validity of charges and account numbers; matches receivers/proofs of delivery documents to corresponding invoices; sends copies of invoices for verification.
- Researches discrepancies and answers questions regarding accounts and payments.
- Makes copies and files warrants and accounting records in appropriate vendor files.
- Responds to questions regarding accounts payable and timekeeping procedures from vendors and employees.
- Prepares daily bank deposits and receipts; maintains inventory records.
- Explains accounting procedures to staff and faculty; trains Student Workers as needed.
- Performs related duties as assigned or as the situation requires.
KNOWLEDGE OF:- Clerical accounting and reconciliation methods and techniques.
- Automated accounting system practices.
- Accounts payable, cashiering and timekeeping procedures.
- Office filing and record keeping techniques.
ABILITY TO:- Operate a personal computer to utilize word processing, spreadsheet, and accounting system applications.
- Input data quickly and accurately.
- Communicate effectively with vendors, co-workers, and department supervisors.
- Provide technical direction to Student Workers.
- Schedule, organize, and complete work in accordance with deadlines.
- Demonstrate flexibility and respond to changing requirements and job assignments.
- Understand and follow specifications and instructions.
- Identify errors or discrepancies in accounting documentation.
- Compare and match related accounting documents.
- File documents alphabetically, numerically, and chronologically.
- Work cooperatively with others.
SUPERVISION:Reports To: Fiscal Services Supervisor
WORKING CONDITIONS:ENVIRONMENT:This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. The employee interfaces with vendors, co-workers, faculty, administrators and department supervisors in requesting and providing information.
PHYSICAL DEMANDS:Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than 20 pounds.
THE APPLICATION PROCESS:
To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions. Resumes will not be accepted in lieu of an application. The application is part of the examination process and is part of your total evaluation of qualifications for employment.
THE EXAMINATION PROCESS:
For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.
EXAMINATION PROTESTS:
Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.
ACCOMMODATION FOR DISABLED:
If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.
ESTABLISHMENT OF ELIGIBILITY LIST:
This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.
ADVANCED STEP PLACEMENT:
Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.
HOW YOU WILL HEAR FROM US:
All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.
The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice.
Job Summary