Accounts Payable Clerk Job Description

 

Salary:                Grade 63                               Term of Employment:   12 months

 

Reports to:        Assistant Superintendent of Finance

 

 

Job Summary:   Performs work, including but not limited to, processing payments to vendors and employees; resolve purchase order or invoice discrepancies; reconcile monthly vendor statements; prepare monthly sales tax payment; provides training to school personnel; and other projects and duties as assigned.

 

Major Duties and Responsibilities:

 

1. Process payments to vendors and employees.                                                                                    80%

Match purchase orders to receiving documents and invoices.  Enter invoices into the finance software for timely and accurate payment.  Verify that the correct account code is used.  Verify that sales tax charges, if applicable, are correct.  Reconcile the accounts payable batch to the invoices processed before finalizing the payments.  Prints checks.  Requests necessary cash amount and tracks amount spent throughout the month.

 

2. Resolve purchase order or invoice discrepancies.                                                                              10%

Resolve purchase order or invoice discrepancies via communications with vendors and internal departments and schools.  Ensure credit is received for outstanding memos when applicable.  Issue stop-payments when necessary.

 

3. Prepare the monthly sales tax report.                                                                                                  5%

Prepare the monthly sales tax report for sales tax not paid directly to the vendors but due to North Carolina.  Review for accuracy.

 

4. Training and other duties.                                                                                                                     5%

Stays current with state, federal and local rules, regulations, and best practices relating to accounts payable and sales tax.  Provides training to other district and school personnel.  Assists as needed with the annual audit.

 

General Education and Experience:

 

Education:  High school diploma or G.E.D is required.  An Associate’s Degree in Accounting or Business Administration is preferred. 

 

Experience:  No less than 1 year to 3 years of previous experience required.  Experience in North Carolina state/local government/school system preferred, but not required.

 

Knowledge, Skills and Abilities: 

 

• Knowledge of general accounting principles
• Knowledge of accounts payable best practices
• Knowledge of sales tax rules and regulations
• Ability to follow specific procedures and guidelines and perform routine and repetitive tasks
• Excellent data entry skills
• High degree of accuracy, attention to detail, and confidentiality
• Assess work volume and plans accordingly
• Has excellent customer service skills; responds promptly and accurately to customers’ complaints, inquiries and requests for information and coordinates appropriate follow-up. This includes both internal and external partners
• Able to use a keyboard for more than five hours per day; work is generally in an office environment