Accounts Payable Clerk

Position Summary

The Accounts Payable Clerk plays a vital role in ensuring the fiscal integrity of the district. Responsible for the accurate and timely processing of disbursements to vendors, ensuring all payments comply with Texas Education Agency (TEA) guidelines, local board policies, and state purchasing laws. Requires a high degree of organization, attention to detail, and a commitment to serving the educators and staff who support our students.

Qualifications & Skills

Education/Certification

• High School Diploma or GED (required).
• Associate degree in Accounting or Business (preferred)

Special Skills/Knowledge

• Knowledge of general accounting principles and practices
• Ability to work with numbers in an accurate and rapid manner
• Ability to operate 10-key calculators by touch with high accuracy.
• Strong understanding of Microsoft Excel
• Ability to work well with others and communicate effectively in written and verbal correspondence
• Experience with Texas school finance software (e.g., Skyward, Ascender, or Frontline) preferred

Experience

• 1 years of experience in accounts payable or general bookkeeping

Primary Responsibilities

Invoice Processing

• Receive, enter, and process vendor invoices.
• Match purchase orders (POs) with receiving reports and invoices (the "three-way match").
• Identify allowable discounts and assign payment dates as applicable.
• Detect and help resolve problems with incorrect orders, invoices and shipment.
• Be able to discern information that is required for complete entry of a record of payment.
• Prepare and review reports for accountant to print checks on a weekly basis.
• Prepare checks for mailing.
• Communicate current status of invoices and other payment requests with appropriate personnel.
• Ensure all payments comply with Texas Education Agency (TEA) guidelines, local board policies, and state purchasing laws.

Vendor Relations

• Act as the primary point of contact for vendor inquiries.
• Reconcile monthly statements and resolve billing discrepancies.
• Work closely with Purchasing Department to maintain current vendor information.

Record Keeping

• Maintain digital and physical files of all encumbrances, expenditures, and 1099 data for annual audit preparation.
• Enter accounting and payment-related data into the computer.
• Maintain current, accurate, and auditable records.

Miscellaneous Office Tasks and Expectations

• Prepare all correspondence that may be required.
• Receiving incoming Accounts Payable calls, answer questions, and direct calls to the appropriate personnel.
• Assist other finance department personnel as directed.
• Meet established deadlines.
• Maintain confidentiality of information.
• Exemplify high standards of ethical conduct according to District Policy and support administrative policy.
• Represent the school district to the community in a positive and professional way.
• Display a sincere, friendly attitude toward staff, visitors, and patrons to ensure positive relationships.
• Maintain emotional control in stressful situations.

Working Conditions

• Environment: Standard office setting; fast-paced during peak payment cycles.
• Physical Demands: Prolonged sitting and repetitive hand/wrist motions; occasional lifting of file boxes (up to 20 lbs).