Accounts Payable Clerk

Job Description: Accounts Payable Clerk FLSA Status: Non-Exempt
Department: Business Office Reports to: Chief Financial Officer/Assistant Director of Business
Location: Central Office Salary Scales: Classified Pay Scale
Position Type: Full-Time (Hourly) Salary Range: E0 ($20.38/hr)-E30 ($27.47/hr)

Description of Position: The Accounts Payable Clerk is responsible for processing all invoices received for payment in an accurate, efficient, and timely manner. The AP Clerk tracks and records purchase orders, coding to proper expense account lines. The AP Clerk reconciles and pays credit card bills for purchases on the state-issued procurement card. The AP Clerk also maintains all invoice and vendor records for the district, which are subject to annual audit. This position requires a highly organized and detail-oriented individual who works well under pressure in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Accounts Payable Processing (60%)
Completes payments by receiving, processing, verifying, and reconciling invoices; closes purchase orders upon completion.
Reconciles processed work by verifying entries and comparing system reports to balances.
Charges expenses to correct accounts by analyzing invoice/expense reports, posting journal entries when necessary.
Upgrades purchase requisitions to purchase orders after approval process is complete.
Issues stop-payments when required.
Receives and verifies expense reports from employees requesting reimbursement, prepares direct deposits.
Maintains accounts payable ledger by verifying and posting AP transactions.
Tracks status of open purchase orders monthly, informing relevant parties and inquiring about outstanding orders.

Accounts Payable Record Maintenance (30%)
Maintains vendor files by verifying federal ID numbers and payment account information; obtaining and filing copies of W9 forms; resolving purchase order, contract, invoice, or payment discrepancies; and scheduling and preparing checks.
Verifies vendor accounts by reconciling monthly statements and related transactions.
Maintains historical records by scanning and uploading all relevant documents to the associated purchase order in the accounting system. Maintains hard copy files as back up.
Keeps financial information confidential.

Additional Responsibilities (10%)
Prepares 1099s for vendors annually.
Attends recommended conferences and workshops related to the Business Office.
Other duties as assigned by the Chief Financial Officer and Director of Finance.

Qualifications and Education Requirements

Associates degree or equivalent in Business, Accounting, Finance, or related field.
Demonstrate effective speaking, writing, reading and listening skills and abilities.
Ability to clearly communicate the policies and procedures that relate to the business office.
Proficiency with MS Office, especially Excel.
Displays professional and ethical conduct with integrity and honesty, by conducting all district business without conflict of interest, impropriety, or any attempt to obtain personal gain.
Pass a criminal background test and be fingerprinted before gaining employment.
Operate standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.
Ability to act and operate independently with minimal daily direction.
Detail oriented and organized in work with the ability to multitask.

Preferred

Prior experience as an Accounts Payable clerk or related position in public school accounting.
Prior experience with Marathon school accounting information system.

Last Revised 11/2/26