Accounts Payable Clerk

GENERAL SUMMARY, EDUCATION AND QUALIFICATIONS

Under direct supervision, the Accounts Payable Clerk will support the District’s financial goals with the following:

• Process invoices and issue payments; perform various accounting and clerical tasks necessary to support the District’s financial goals; keep accounting records organized and up to date; work cooperatively with Administration and other staff members
• High school diploma or equivalent. Associates degree preferred
• Minimum of one year accounts payable experience preferred, along with prior computer and 10-key calculator experience
• Clear a state criminal record check and a child abuse check
• Be a minimum of 18 years old

ESSENTIAL FUNCTIONS, WITH FREQUENCIES:

1. (C) Review invoices and process payments, ensuring payments are completed accurately by verifying and reconciling invoices according to established policies and procedures in an efficient and timely manner; ensure the company’s debts to suppliers and creditors are paid accurately and on time; support the District’s financial directives
2. (C) Perform a wide array of accounting and clerical tasks for the maintenance and processing of accounts payable transactions, use a computer and various types of software and computer programs to maintain financial records; create documents and spreadsheets, and communicate verbally and electronically with vendors and District staff
3. (C) Demonstrate professionalism at all times when answering phones and speaking with vendors; exercise good judgment; effectively collaborate with others in a courteous and honest manner; conduct oneself according to the policies of the District and the Nebraska Board of Education
4. (C) Regular, dependable in-person attendance on the job in order to maintain a student’s regular routines, foster student learning and build student relationships; the ability to perform the identified tasks and possess the identified knowledge, skills, and abilities to perform the identified work activities; the ability to perform the identified physical requirements

Duties may vary, however, examples of typical performance responsibilities are listed below (not intended to be all-inclusive).  There may be other duties assigned to an Accounts Payable Clerk by other members of District Administration as part of fulfilling goals that support student learning.

Examples of Performance Responsibilities:

• Review vendor invoices for accuracy and reasonableness; confirm invoice has not been previously paid
• Make adjustments to invoices, if needed, in order to process payments accurately
• Review invoices for proper approvals, proper account coding, and proper backup documentation
• Maintain financial and accounting records
• Comply with federal, state, and company policies, procedures, and regulations
• Properly use office equipment such as copiers, fax machines, telephones, scanners
• Use EFinance, TAS, Google Mail, Laserfische, and other computer programs to enter data and maintain financial records, read and send email, and create and maintain documents
• Communicate clearly and in a professional manner with District administration, vendors and staff
• Learn to operate new office technologies as they are developed and implemented
• Maintain a high level of ethical behavior and confidentiality information concerning staff and students, in accordance with the law and District policies
• Demonstrate positive attitude, school loyalty, cooperation, teamwork, and safety mindedness on the job
• Receives direction from the Chief Financial Officer and assists with special projects as necessary

Job Tasks

• Match purchase orders to invoices for payment processing
• Conduct research for any missing invoice documentation
• Perform financial calculations, such as amounts due, interest charges, balances, and discounts
• Make copies; fax documents; process paperwork
• Print checks and review for accuracy; prepare payments for mailing
• Check voicemails daily, and return calls promptly
• Answer questions from vendors and staff regarding payment status
• Electronically enter all invoices into the financial database
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence
• Use electronic email as a primary source of sending and receiving District communication
• Create reports as needed or as requested
• Set up and maintain neat, accurate and efficient electronic or manual filing systems for financial records, correspondence and other material

Marginal Duties:

• When one accounts payable clerk is absent, additional duties, and/or overtime may be required in order to meet deadlines