Beaumont independent school district

Job Description

JOB TITLE:	Accounts Payable Clerk	CLASSIFICATION:	Nonexempt
REPORTS TO:	Accounting Manager	PAY GRADE:	PSS	5	Choose # of days worked
LOCATION:	Administration	DATE REVISED:	7/17/2024

PRIMARY PURPOSE:
Assist in the prompt and accurate payment of all expenses incurred by the district. Work under supervision, follow established procedures to process purchase orders and invoices, and maintain accounting records.
QUALIFICATIONS:
Education/Certification:

• High School diploma or GED

Special Knowledge/Skills:

• Knowledge of basic accounting procedures
• Ability to use personal computer and software to develop spreadsheets and prepare correspondence
• Proficiency in use of calculator and office machines
• Ability to handle confidential information in a discreet, professional manner
• Eye for detail; accuracy is imperative
• Excellent oral and written communication skills
• Excellent organizational and analytical skills
• Ability to be an effective team member and display initiative

Experience:

• One to three years of accounts payable experience at clerical level preferably in a public education environment
• Training and experience in the use of office technology procedures and business computer programs

MAJOR RESPONSIBILITIES AND DUTIES:

1. Receive and process for payment all accounts payable invoices and direct payments.
2. Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.
3. Detect and resolve problems with incorrect orders, invoices, and shipments.
4. Contact district personnel or vendors to obtain or correct information as needed.
5. Confirm that budget balances in accounts are available.
6. Review accounts payable checks for accuracy and completeness before distribution by mail clerk.
7. Conduct periodic review of food service invoices.
8. Prepare correcting journal entries as required.
9. Input accounting data using personal computer.
10. File office copies of checks, requisitions, invoices, and purchase orders, keeping records up to date.
11. Review vendor history each calendar year for 1099 reporting.
12. Machine sign and burst all payroll and accounts payable checks.
13. Prepare bank deposit once a week.
14. Receipt money as directed by the accounting manager.
15. Settle travel advances as directed by the accounting manager.
16. Receive, sort, and distribute mail and other documents as appropriate.
17. Maintain positive relations with vendors and district personnel.
18. Exercise good telephone etiquette, take reliable messages, and respond or route to appropriate staff.

EQUIPMENT USED:
Uses mainframe computer (AS400), personal computer, printer, typewriter, copier, calculator, fax machine, decollator and burster
WORKING CONDITIONS:
Mental Demands

• Maintain emotional control under stress
• Work with frequent interruptions
• Protracted or irregular hours of work

Physical Demands

• Light lifting, light carrying, reaching above shoulder, use of fingers, repetitive hand motions
• Frequent bending and stooping
• Prolonged use of computer

Environmental Demands

• Normal office environment

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

Approved by Immediate Supervisor:		Date:
Reviewed by HR Director:		Date:
Received by Employee:		Date:

The Beaumont Independent School District does not discriminate on the basis of age, color, disability, national origin, race, religion, or sex in the educational programs or activities that it operates and is an equal opportunity employer.