Accounts Payable Clerk

Purpose Statement

The job of Accounts Payable Clerk is done for the purposes of ensuring purchasing, receiving and other financial operations are completed timely and accurately.

This job reports to Manager of Accounting and Budget.

References will be sent when application is submitted.

Essential Functions

• Assists staff and/or vendors of procedural requirements: (e.g. ordering and purchasing procedures, credit card use and responsibilities, invoicing and receiving. etc.) for the purpose of providing information and facilitating the purchasing process in accordance with established policies and guidelines.
• Vendor Management: Communicate with suppliers about billing issues or discrepancies, setting up new vendor accounts and maintaining updated contact/payment details. Resolving disputes, incorrect charges, missing invoices, quarterly Debarred Vendor listings updates, etc. 
• Cash Receipting: Collects funds from district building staff, student events (e.g. ticket sales, yearbook purchases, athletic letter distribution, etc.)  Daily posting accounts receivable payments, weekly deposits to the bank, and deposit preparation for the County Treasure deposit done weekly, to comply with the established financial practices of the district. 
• Core Responsibilities: In a time sensitive manner, process invoices including but not limited to: receiving, reviewing and entering into the financial system.  Verifying accuracy, matching invoices with PO and receipts to confirm quantity, price and or payment terms. Process and release payments for two check runs each month in conjunction with preset monthly school board meetings. Uploading finalized documentation to the County for processing. Maintaining records, keeping organized accurate documentation of all transactions for audit and reporting. 
• Processes purchasing-related financial information (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.
• Compliance and Control: Ensuring payments follow company policy and approval work flow.  Preventing fraud by verifying vendors and monitoring unusual transactions.  Handling the collection and entry of W-9.  Filing yearly for vendor 1099’s, Quarterly filing of WA ST excise tax.
• Issues purchase orders(POs) in a time sensitive manner,  forwarding them to the correct department and finalizing orders per the PO listed information, to complete purchasing processes in accordance with established procedures
• Email:  Daily monitoring incoming emails, printing and processing the invoices received. Sending timely responses to vendor inquiries. Forwarding emails to the appropriate department/staff.  
• Maintains financial information: Files and records (e.g. purchase orders, invoices, accounts payable warrants, shipment verification, expense reports, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Maintains purchasing/receiving records related to student activities and/or events (e.g. ticket sales, yearbooks, dances, fundraisers, club activities, student projects, etc.) for the purpose of ensuring completeness and availability of records and compliance with district policy and established regulatory guidelines.
• Credit Card Management: Review incoming charges and activity for fraud and correct charges, monitor balances, compare charges to make sure they align with district purchasing policy, inform employees of procedural protocol and confirm they have signed the Credit Card Purchase Agreement. Reconciliation of the credit card monthly bills, confirmation of back up records and payment processing.  For the purpose of complying with established financial practices.
• Participates in unit meetings, in-service training, workshops, monthly purchasing meetings with front office building staff, etc. for the purpose of conveying and/or gathering information required to perform job functions.
• Travel: Preparing Advanced Travel Requests, providing staff with their travel funds (check) in a timely manner to their departure date. Other duties may include arranging conference registration, air travel and hotel arrangements in accordance with the district's travel policy. 
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
•  Assists auditors for the purpose of providing requested supporting documentation required for audit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records and performing accounting procedures. 

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, written documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles. Well versed in Microsoft Office and Google suite.  Prior experience and competency with Qmlativ accounting software strongly preferred.

ABILITY is required to schedule activities; collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; the ability to prioritize time sensitive assignments, and working with detailed/confidential information/data.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, 5% standing. This job is performed in a generally clean and healthy environment. The work location is the business office, not eligible for remote work..  

Experience: School district and accounting experience preferred

Education: High school diploma or equivalent.

Required Testing Certificates and Licenses

Salary : $65,000 - $71,000