Accounts Payable Clerk

Accounts Payable Clerk

Fremont County School District No. 25, Riverton, Wyoming

Location:

Central Office

Reports to:

Finance Director

Supervises:
None

Approved/Revised Date:
July 17, 2024

• High School Diploma
• Experience in accounts payable, bookkeeping, accounting, or a related administrative role.
• Proficiency with spreadsheets and the ability to learn district accounting software.
• Strong attention to detail and accuracy when entering data, reviewing invoices, and reconciling records.
• Ability to organize work, meet deadlines, and maintain confidentiality.
• Effective communication skills and the ability to work professionally with staff and vendors.
• Ability to follow district purchasing procedures and identify discrepancies or missing documentation.

Processes district accounts payable, maintains accurate financial records, reconciles designated accounts, and prepares reports. Coordinates with staff and vendors to ensure timely payments and compliance with district procedures while providing general Business Office support.

General

Duties include:

• Enter or download and print new purchase orders.
• Oversee the training of building secretaries on entering purchase orders.
• Maintain the vendor listing.
• File new purchase orders.
• Cancel purchase orders and line items as needed.
• Research budget account concerns.
• Correspond with schools, vendors and the Warehouse on purchase order status.
• Answer Business Office telephone and transfer calls as needed.
• Reconcile bank accounts on a monthly basis for Insurance Trust, Insurance Checking, Student Activity, and Riverton High School Petty Cash.
• Aide in the Warehouse when warehouse staff is out or needs help with sorting mail.
• Aide in the Warehouse in sending out packages UPS or running the district mail on the postage machine and delivering to the post office.
• Doing general warehouse duties when warehouse staff is not available.
• Pay district utilities
• Pay copier bills contracts for the district.
• Process online payments

• • Prepare invoices for payments
  • Match purchase orders and warehouse receivers with invoices.
  • Prepare vouchers for invoices approved for payment but not computer generated.
  • Check the number of items received with the number of items being charged for on the invoice.
  • Check prices of items on purchase order with price of item on invoice.
  • Check invoice for any shipping or other costs that may apply to order.
  • Discuss discrepancies with warehouse clerk, vendor and school secretary.
  • Enter invoices into computer software, check entries for errors and post invoices to be set up for payment.
  • Submit invoices and unpaid invoice list to Business Manager for approval.
  • Make any necessary corrections then print Board Report for the board members and administrators for each board meeting.
  • Print necessary reports and print checks, check registers for all funds and detail and summary check registers.
  • Check with the Warehouse on Fixed Assets that are not reported on computer generated purchase orders.
  • Do accounts payable for food service bills presented by the Food Service Manager.
  • Do accounts payable for the daycare
  • Accounts payables and accounts receivable for all facets of food services catering.
  • Maintain a ledger balance with bank reconciliation monthly.
  • Maintain a filing system for all counts, paid invoices, and food service information.

• Possesses strong oral and written communication skills
• Works independently with little direct supervision
• Works as part of a team
• Accepts responsibility and is self-motivated
• Demonstrates strong work ethic to achieve District goals
• Displays effective multitasking and time management skills

Ability to read and interpret documents such as policies and regulations, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee frequently is required to talk or hear. The employee is occasionally required to stand and reach with hands and arms.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and…