JOB TITLE: Accounts Payable Clerk WAGE/HOUR STATUS: Non-Exempt

REPORTS TO: Director of Finance PAY GRADE: CP7

DEPT./SCHOOL: Central Business Office DATE REVISED: 11/2015

PRIMARY PURPOSE:

Coordinate accounts payable activities to ensure prompt and accurate entry of financial data and payment of all expenses incurred by the district. Assist with the preparation of all payrolls for the district, including related reports and deposits. Ensure accurate and timely preparation of payroll records by following prescribed procedures and regulations. Assist with the preparation and monitoring of budget and budget transactions, including reports, transfers and amendments.

QUALIFICATIONS:

Education/Certification:

High School Diploma

Special Knowledge/Skills:

Knowledge of basic accounting principles and TEA Financial Accountability System Resource

Guide

Ability to use a calculator (10-key by touch)

Proficient typing, keyboarding, and file maintenance skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Strong communication, organizational, and interpersonal skills

Experience:

Three years accounts payable and payroll experience, preferably in a public school environment

Outside experience is considered

MAJOR RESPONSIBILITIES AND DUTIES:

1. Prepare accounts payable paperwork for data processing clerks.
2. Receive and process within a pre-determined time line all accounts payable invoices, requisitions and purchase orders.
3. Process purchase orders for payment after ensuring completeness and accuracy of invoices and shipments.
4. Detect and resolve problems and verify status of incorrect orders, invoices and shipments.
5. Verify budget compliance and fund availability in regard to all district expenditures.
6. Process and prepare accounts payable checks for mailing and in-house distribution.
7. Verify vendor statements on a weekly basis and follow up accordingly.
8. Enter and post accounting data into finance software system, to include payables, payroll, cash receipts, journal entries, budget entries and others as assigned.
9. Research and prepare 1099's for filing with the Internal Revenue Service. Complies with IRS rules in regard with issuance of 1099's for contract service purchase orders.
10. Research and prepare 1099's for filing with the Internal Revenue Service. Complies with IRS rules in regard with issuance of 1099's for contract service purchase orders.
11. Assists campus and department clerks with the entering of accounting data into finance software system.
12. Maintains petty cash, prepares deposits from miscellaneous cash.
13. Handles NSF checks for the district including certified letters and filing for non-payment.
14. Assists in planning of staff in-service for efficient operations of the business office.
15. Assists with the preparation of district comprehensive annual financial reports (CAFR) and other business publications.
16. Assists in preparation of Impact Aid Federal materials.
17. Coordinates training, service, and implementation of banking software and equipment.
18. Maintain confidentiality of information and conduct self professionally all times.
19. Provide presentations to employees, as needed.
20. Maintain records for the Business Office as required by the State retention guidelines.
21. All other duties as assigned.

EQUIPMENT USED:

Personal computer, typewriter, printer, fax, copier, calculator, check writer/protector, security system, phone system, and shredder.

WORKING CONDITIONS:

Mental Demands:

Reading; ability to delegate tasks, work with numbers in an accurate and rapid manner, communicate effectively (verbal and written), meet established deadlines, maintain accurate and auditable records, and operate personal computer.

Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer; lifting of heavy boxes. Occasional prolonged and irregular hours.

Copperas Cove ISD does not discriminate on the basis of race, color, national origin, sex, religion, disability, or age in its programs, activities or employment practices. For inquiries regarding the non-discrimination policies, contact: Executive Director of Human Resources, (254) 547-4460, 703 W. Ave D, Copperas Cove, TX 76522.