About this role
Reports to: Accounts Payable Supervisor Wage/Hour Status: Nonexempt
Dept./School: Administrative Services Pay Family: Clerical/Paraprofessional
PC Assignment: Specialist, AP/Purch Pay Grade: 07
PC Assignment Code: 76001 Minimum Annual Salary: $43,056
Insight: Support Duty Days: 230 days per school year
Primary Purpose: Ensure the accurate and timely processing of accounts payable and purchasing transactions by applying standard accounting procedures. Collaborate with vendors and district staff to maintain compliance, resolve discrepancies, and support efficient financial operations. Qualifications: Education and Certification
• High school diploma or equivalent
• Some college coursework or degree preferred
Experience
• One (1) year of bookkeeping
• Experience with Excel, Word, QuickBooks, Google Docs
• Experience with InTouch Receipting, eFinancePLUS, Laserfiche (preferred)
Knowledge and Skills
• Basic knowledge of basic accounting procedures
• Ability to use calculator (10-key by touch)
• Advanced organizational, interpersonal, verbal, and written communication skills
• Proficient in utilizing digital devices (personal computer, laptop, tablet, etc.) and software applications, including Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides), for document creation, data analysis, and database management
Key Responsibilities: Invoice and Payment Processing:
• Receive and process for payment all accounts payable invoices, requisitions, and purchase orders.
• Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.
• Verify that all invoices are received with corresponding signed/dated purchase orders.
• Scan and attach all backup information of checks processed.
• Mail vendor checks; verify the accuracy of checks.
Vendor Communication and Management:
• Respond to vendor inquiries.
• Communicate regularly with vendors to receive statements and invoices.
• Communicate regularly with school employees to ensure the product is received prior to invoice payment.
• Resolve invoice discrepancies.
• Maintain current accounts payable vendor files.
• Verify vendor information and complete Vendor Request Form, Add/Change when remit address information has changed.
Travel and Expense Verification:
• Review and verify travel forms before final approval.
Requisitions and Account Monitoring:
• Confirm balances in accounts for all requisitions.
• Review weekly encumbrance purchase orders and verify the liquidated balance of final payments.
• Request and process receipts on year-end outstanding invoices.
Additional Responsibilities:
• Follow district safety protocols and emergency procedures.
• Participate in professional development, department meetings, and special events as assigned.
• Perform other duties as assigned to support the mission and goals of the department.
Supervisory Responsibilities:
• None
Mental Demands/Physical Demands/Environmental Factors: Tools and Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including 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; occasional district-wide and statewide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.