Accounts Payable Clerk

Primary Purpose:

Assist in the prompt and accurate payment of all expenses incurred by the district. Work under close supervision and follow established procedures to process purchase orders and invoices and maintain accounting records.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of basic accounting procedures

Ability to use personal computer and software to develop spreadsheets, databases and do word processing

Proficiency in use of calculator and office machines

Ability to communicate effectively

Experience:

One year accounting experience at clerical level

Major Responsibilities and Duties:

Accounting

1. Receive and process for payment all accounts payable invoices, requisitions, purchase orders, etc.
2. Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.
3. Detect and resolve problems with incorrect orders, invoices, and shipments.
4. Prepare and distribute paid invoices at designated times.

Data Entry

1. Input accounting data using personal computer.

Records and Reports

1. File office copies of checks, requisitions, invoices, and purchase orders.

Other

1. Communicate current status of purchase orders and invoices to campus staff.
2. Prepare correspondence using personal computer or typewriter.
3. Receive incoming calls, answer questions, and direct calls to the proper party.
4. Keep informed of and comply with state and district policies and regulations concerning primary job functions.
5. Reconcile discrepancies with vendor and or staff.
6. Distribute or mail checks.

Supervisory Responsibilities:

None.

Equipment Used:

Copier, calculator, computer, typewriter, and printer.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.