GENERAL SUMMARY, EDUCATION AND QUALIFICATIONS
Under direct supervision, the Accounts Payable Clerk will support the District’s financial goals with the following:
- Process invoices and issue payments; perform various accounting and clerical tasks necessary to support the District’s financial goals; keep accounting records organized and up to date; work cooperatively with Administration and other staff members
- High school diploma or equivalent. Associates degree preferred
- Minimum of one year accounts payable experience preferred, along with prior computer and 10-key calculator experience
- Clear a state criminal record check and a child abuse check
- Be a minimum of 18 years old
ESSENTIAL FUNCTIONS, WITH FREQUENCIES:
- (C) Review invoices and process payments, ensuring payments are completed accurately by verifying and reconciling invoices according to established policies and procedures in an efficient and timely manner; ensure the company’s debts to suppliers and creditors are paid accurately and on time; support the District’s financial directives
- (C) Perform a wide array of accounting and clerical tasks for the maintenance and processing of accounts payable transactions, use a computer and various types of software and computer programs to maintain financial records; create documents and spreadsheets, and communicate verbally and electronically with vendors and District staff
- (C) Demonstrate professionalism at all times when answering phones and speaking with vendors; exercise good judgment; effectively collaborate with others in a courteous and honest manner; conduct oneself according to the policies of the District and the Nebraska Board of Education
- (C) Regular, dependable in-person attendance on the job in order to maintain a student’s regular routines, foster student learning and build student relationships; the ability to perform the identified tasks and possess the identified knowledge, skills, and abilities to perform the identified work activities; the ability to perform the identified physical requirements
Duties may vary, however, examples of typical performance responsibilities are listed below (not intended to be all-inclusive). There may be other duties assigned to an Accounts Payable Clerk by other members of District Administration as part of fulfilling goals that support student learning.
Examples of Performance Responsibilities:
- Review vendor invoices for accuracy and reasonableness; confirm invoice has not been previously paid
- Make adjustments to invoices, if needed, in order to process payments accurately
- Review invoices for proper approvals, proper account coding, and proper backup documentation
- Maintain financial and accounting records
- Comply with federal, state, and company policies, procedures, and regulations
- Properly use office equipment such as copiers, fax machines, telephones, scanners
- Use EFinance, TAS, Google Mail, Laserfische, and other computer programs to enter data and maintain financial records, read and send email, and create and maintain documents
- Communicate clearly and in a professional manner with District administration, vendors and staff
- Learn to operate new office technologies as they are developed and implemented
- Maintain a high level of ethical behavior and confidentiality information concerning staff and students, in accordance with the law and District policies
- Demonstrate positive attitude, school loyalty, cooperation, teamwork, and safety mindedness on the job
- Receives direction from the Chief Financial Officer and assists with special projects as necessary
Job Tasks
- Match purchase orders to invoices for payment processing
- Conduct research for any missing invoice documentation
- Perform financial calculations, such as amounts due, interest charges, balances, and discounts
- Make copies; fax documents; process paperwork
- Print checks and review for accuracy; prepare payments for mailing
- Check voicemails daily, and return calls promptly
- Answer questions from vendors and staff regarding payment status
- Electronically enter all invoices into the financial database
- Perform general office duties, such as filing, answering telephones, and handling routine correspondence
- Use electronic email as a primary source of sending and receiving District communication
- Create reports as needed or as requested
- Set up and maintain neat, accurate and efficient electronic or manual filing systems for financial records, correspondence and other material
Marginal Duties:
- When one accounts payable clerk is absent, additional duties, and/or overtime may be required in order to meet deadlines