Overall Purpose

The job of Accounts Payable Clerk is done for the purpose/s of providing support for department functions with specific responsibility for performing activities related to the accurate processing for payment of approved invoices and contract payments; identifying discrepancies; and providing administrative support to the department in accordance with established practices.

Direct Supervisor

Accounts Payable Supervisor

Essential Functions

• Compiles financial information related to work assignments (bill of lading, invoices, purchase orders, etc.) for the purpose of providing required documentation and/or processing information.
• Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
• Maintains financial information, files and records (purchase orders, invoices, accounts payable warrants, shipment verification, W-9s, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Maintains a variety of invoicing documents (invoices, purchase orders, checks, etc.) and files for the purpose of providing historical reference of checks in compliance with established district policy and legal requirements.
• Prepares written materials and electronic financial information (vendor correspondence, new vendor lists, audit support, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.
• Processes low complexity payables information (invoices, purchase orders, etc.) for the purpose of updating and distributing information, authorizing for payment, and/or complying with established accounting practices.
• Reconciles financial data (cash disbursement journals, positive pay balances, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Researches discrepancies of financial information and/or documentation (purchase orders, invoices, materials receipt, etc.) for the purpose of complying with established procedures and ensuring accuracy prior to processing.
• Assists Accounts Payable department with administrative support as requested.  

 

Marginal Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

 

Competencies 

• Skills-based Competencies 

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; using Microsoft Office software applications including Word, Excel, Power Point, and Access; preparing and maintaining accurate records and performing accounting procedures.

 

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles, and common office software.

 

• Ability-based Competencies

Required to schedule activities; collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working with detailed information/data.

Requirements

High school diploma or GED equivalent

Previous Accounts Payable experience preferred.

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. 

 

Generally the job requires 80% sitting, 10% walking, and 10% standing.  

 

Continuing Education/Training

N/A

 

Clearances

Criminal Justice Fingerprint

Background Clearance

Fair Labor Standards Act

Non-Exempt