JOB DESCRIPTION

Job Title: Accounts Payable / Purchasing Clerk

Location: School District Administration Office

Work Schedule: Full-time, 12-month position

Salary: Based on experience; follows district salary schedule

Position Summary:

The Accounts Payable / Purchasing Clerk supports the financial operations of the School District by accurately processing purchase orders, vendor invoices, and related financial documentation. This position ensures compliance with district purchasing policies and procedures, maintains accurate records of fixed assets, assists with annual 1099 reporting, and provides reliable financial and clerical support to the business office. The role contributes to the district’s financial integrity through attention to detail, accuracy, and timely processing of all financial transactions.

Key Responsibilities:

• Review and code incoming purchase requisitions for completeness, required approvals, and accuracy.
• Enter requisition data into the eFinance system to generate purchase orders in accordance with established district procedures.
• Process vendor invoices for payment, verifying documentation, purchase order details, and proper approvals.
• Oversee and maintain the district’s credit card check-out and reconciliation process.
• Prepare and process annual 1099 forms in compliance with IRS regulations.
• Track and record qualifying purchases in the fixed asset system to ensure timely and accurate reporting.
• Maintain organized and up-to-date financial and purchasing records.
• Communicate with vendors and internal departments to resolve discrepancies and respond to inquiries promptly.
• Provide support for financial audits and assist with other administrative and fiscal projects as assigned.
• Maintain confidentiality of sensitive financial information in accordance with district policies.
• Perform other duties as assigned to support the efficient operation of the Business Office.
• Regular and reliable attendance is required.

Qualifications:

Education and Experience:

• Associate’s degree in accounting, business, or a related field preferred.
• Previous experience in accounts payable, purchasing, or accounting support role preferred.

Knowledge, Skills, and Abilities:

• Strong attention to detail and accuracy in data entry and recordkeeping.
• Proficiency with financial software systems (experience with eFinance preferred).
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Ability to multitask and manage multiple priorities in a fast-paced environment.
• Excellent organizational, time management, and communication skills.
• Ability to maintain confidentiality and handle sensitive financial data appropriately.
• Strong problem-solving skills and the ability to work both independently and collaboratively.
• Dependable, punctual, and professional demeanor.