Accounts Payable Specialist

JOB TITLE: Accounts Payable Specialist

WAGE/HOUR STATUS: Nonexempt

REPORTS TO: Associate Director of Finance

DEPT./SCHOOL Business Office

DATE REVISED: April 2020

Perform prompt and accurate payment of all expenses incurred by the district. Follows established procedures to process purchase orders and invoices, and maintain accounting records.

Minimum

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

Knowledge of basic accounting and accounts payable procedures;
Knowledge of electronic data processing;
Knowledge of Financial Accountability Resource Guide and TEA accounting code structure preferred;
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing;
Proficiency in use of calculator and office machines

Experience: Three years of accounting clerical and/or accounts payable experience

• Receive and process for payment all accounts payable invoices, requisitions, purchase orders, etc.
• Sorts and reviews invoices and check requests for discounts and payment terms.
• Reviews and revises purchase order and check requests.
• Match and resolve problems with incorrect orders; ensure completeness and accuracy of invoices.
• Process all travel vouchers.
• Resolve all invoice and voucher discrepancies.
• Reconciliation of all payments.
• Post all in-house checks using appropriate entries.
• Manages weekly check runs.
• Assist in securing and preparing documents for annual financial audit as needed.
• Assist in preparation of 1099 files.
• Sets up new vendors and maintains vendor file.
• Monitor and resolve outstanding purchase orders.
• Secure information from district personnel and vendors when needed.
• Acts as liaison between campus/department personnel and vendors.
• Assist in edit of general ledger accounts payable entries.
• Assist in year-end processing.
• Communicate current status of invoices with campus staff and vendors.
• Receive incoming calls and answer questions regarding accounts payable budget status, and/or account codes.
• Maintains files and documentation thoroughly and accurately in accordance with policies and accounting practices.
• Maintain petty cash disbursement campus list and reconcile annually.
• Sort and distribute in-house mail.
• Regular attendance; must be willing and able to report to work at designated site on a regular daily basis according to established work schedule.
• Keep informed of and complies with state and district policies and regulations concerning primary job functions.
• May act as receptionist and provide clerical support.
• Perform other duties and responsibilities as assigned by supervisor.

Calculator, personal computer, copier, fax machine, postage machine, check signer and printer and other general office equipment

Ability to communicate effectively (verbal and written);
Ability to operate computer and maintain emotional control under stress;
Ability to work with constant interruptions

Repetitive hand motions, prolonged use of computer terminal, long hours sitting, some lifting of supplies and materials, frequent interruptions.

School district employees may be required to work from home and use their personal electronic devices.

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