Accounts Payable Specialist (230 days)

Job Title:         Accounts Payable Specialist                       Exemption Status/Test: Nonexempt

Reports to:     Director of Business Services                     Clerical Pay Grade: 6 (230 Days)

Dept./School: Business Services                                       Date Revised: April 1, 2024

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 maintain accounting records and process accounts payables and accounts receivables according to standard accounting procedures.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of accounting principles

Ability to work with numbers in an accurate and rapid manner

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

processing

Proficient in keyboarding, 10-key numerical data entry, and file maintenance

Knowledge of computerized accounting systems, Skyward experience preferred

Ability to follow oral and written instructions, policies, and procedures

Effective communication and interpersonal skills

Experience:

Three years of experience of accounting-related experience at clerical level

Accounts payable and school district and/or other governmental entity experience preferred

Major Responsibilities and Duties:

Accounts Payable & Accounts Receivable:

1. Receive, prepare, and process for accurate and timely payment all accounts payable invoices, requisitions, purchase orders, receipts, and vendor information.
2. Verify invoices and purchase orders to ensure completeness and accuracy prior to payment.
3. Detect and resolve problems with incorrect orders, invoices, and shipments.
4. Review requisitions for proper coding and preliminary approval, and process fully approved purchase orders.
5. Prepare, distribute, and monitor collections for accounts receivable invoices.
6. Manage daily activities of various district credit cards to mitigate fraud.
7. Compute, prepare, and enter accounting data into automated accounting system.
8. Record, store, and analyze information using accounting software.

Records and Reports:

9. Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable records.
10. File office copies of checks, requisitions, invoices, and purchase orders.
11. Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
12. Maintain vendor files and set up new accounts and make changes as they occur.
13. Accurately process and distribute timely all Form 1099s to vendors in accordance with IRS regulations.

Other:

14. Communicate professionally and proficiently with district staff and vendors regarding accounts payable and accounts receivable duties and issues.
15. Regularly deliver deposits to the bank and check the District PO box for incoming mail.
16. Keep informed of and comply with laws, policies, and procedures concerning primary job functions.
17. Work collaboratively with departmental staff and assist with daily business office duties and functions as necessary during other employee absences.
18. Follow district safety protocols and emergency procedures.
19. Have regular in person attendance and comply with notification procedures and district policies for absences.
20. Perform other duties as assigned.

Supervisory Responsibilities:

None.

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, 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

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