Accounts Payable Clerk

POSITION TITLE:   Accounts Payable Clerk

FLSA:                      Non Exempt

REPORTS TO:        Business Manager

TERMS OF EMPLOYMENT:  Accounts Payable Salary Schedule (240 days) with benefits According to the Classified Agreement.

Overview:
The Accounts Payable (AP) Clerk is responsible for managing and processing financial obligations to the District vendors and suppliers. This role ensures the timely and accurate payment of invoices, maintains financial records, and supports the District's overall financial health. 

ESSENTIAL JOB FUNCTIONS:

1. Invoice Processing

• Receive, review, and verify invoices for accuracy and compliance with company policies.

• Match invoices to purchase orders and contracts.

• Ensure proper coding and approval prior to entry into the accounting system.

2. Payment Management

• Schedule and process payments in accordance with agreed terms.

• Identify and leverage opportunities for early payment discounts.

• Ensure timely resolution of payment delays or discrepancies.

3. Record Keeping

• Maintain organized and accurate records of all accounts payable transactions.

• Ensure documentation is complete for audit and compliance purposes.

4. Reconciliation

• Reconcile AP ledger accounts with vendor statements.

• Investigate and resolve discrepancies between company records and vendor accounts.

5. Vendor Management

• Establish and maintain strong relationships with vendors.

• Address inquiries and resolve payment-related issues promptly and professionally.

6. Compliance

• Adhere to internal policies, accounting standards, and relevant regulatory requirements.

• Support audit processes and ensure documentation is readily available.

7. Internal Controls

• Follow company internal control procedures for invoice approvals and payment authorizations.

• Assist in implementing process improvements to enhance control and efficiency.

8. Reporting

• Assist in preparing periodic financial reports related to accounts payable.

• Provide insights and summaries to support financial decision-making.

9. Software Proficiency

• Utilize accounting software (e.g., SAP, Oracle, QuickBooks, or NetSuite) for invoice processing, payment scheduling, and reporting.

• Maintain proficiency in Microsoft Excel and other tools to support AP tasks.

KNOWLEDGE SKILLS AND ABILITIES:

General knowledge of clerical practices, business machines, computers and Microsoft Office products and Google Workspace.

• Knowledge and use of the eFinance program is preferred
• Ability to learn specific vocabulary of relevant benefit terms;
• Ability to plan and organize work activities;
• Ability to maintain confidentiality of information;
• Ability to effectively communicate with persons of diverse cultural, educational, and economic backgrounds;
• Ability to apply established procedures to work activities;
• Ability to collect and compile data;
• Ability to concentrate on accuracy of details;
• Ability to meet predetermined deadlines, and shift suddenly to new tasks as priorities change;
• Responsible for training assigned staff in the processing of benefits products and activities;
• Ability to work cooperatively with employees, other agencies, and the public
• Performs other duties as assigned. 

QUALIFICATIONS:

• Aptitude for numeric calculations and interpretations

• Detail-oriented

• Good organizational and communication skills

• 10-key by touch

• Knowledge of financial software programs and strong Microsoft Excel 

• High school graduation or other equivalent (i.e. GED. College, technical, or trade school transcript, foreign equivalency, etc.); and;
• Expeience preferred in accounting, finance, business, etc.

Salary : $46,669 - $51,699