Accounts Payable Clerk

Accounts Payable Clerk

Hourly Pay Range: $18.11 per hour  contract negotiations are still in process.)

Number of Workdays: 240 days (includes 13 paid holidays).

Workday

Hours:

8:00–3:00 PM.

Reports to: Business Manager.

Education and Experience: Minimum:
High school diploma or equivalent. Post‑secondary education preferred.

• Demonstrated computer proficiency in word processing, database, spreadsheets, and data entry.
• Ability to accurately enter data in multiple systems.
• Excellent written and oral communication skills.
• Excellent organizational skills.
• Ability to work independently with people of all ages in a respectful and confidential manner.
• Communicate clearly in English using proper grammar and vocabulary.

Manage the district’s financial transactions by accurately and efficiently processing invoices, reconciling vendor statements, and issuing timely payments. The role maintains accurate financial records while providing professional and timely business services to staff, students, parents, vendors, and the public.

• Assist the Business Manager in maintaining complete and accurate accounts payable records and communicating with vendors, school administration, and staff.
• Prepare and send out checks or make ACH payments on a weekly basis.
• Receive and date invoices, obtain verification from staff and administration that the order is complete and in proper condition.
• Verify that the invoice price matches the purchase order price. If different, note the reason; over 10% difference requires administrative approval.
• Verify that purchases and check requests not using a purchase order have been approved by the proper authority and have appropriate backup information.
• Prepare invoices for payment each week by entering them into the school finance software.
• Prioritize and time payment of bills to ensure timely payment while considering the district’s cash flow.
• File copies of invoices, checks, and backup information in a timely manner after review by the Board Treasurer.
• Review monthly statements and identify any outstanding invoices.
• Follow up on vendor calls regarding past‑due invoices.
• Assist office staff in all buildings with questions about the purchase order process, invoice payments, and overall budget questions.
• Coordinate payment of credit cards to ensure timely payment.
• Verify reasonableness of UFARS expenditure codes and request changes if necessary.

• Perform duties related to the general operation of the business office and school district.
• Prepare reports as directed by the Business Manager for the business office and other departments.
• Provide monthly expense reports to administrators for review.
• Perform secretarial duties and other office tasks as requested.
• Collect W9s from new vendors and enter them into the district finance software.

• Perform other duties as assigned.
• Order supplies as needed and approved for the business office.
• Prepare and mail out 1099s in January.
• Gather information required for the annual audit.

• Requires light to moderate physical stamina and occasional lifting up to 25 pounds.
• Sitting during portions of the day; also standing, walking, and bending.
• Listening to the telephone, responding to visitors and callers.
• Using the telephone, computer, and other office equipment for extended periods.

• Variety of noise levels at times.
• Normal office conditions.

Supervision of other employees: None.

ADA Compliance Statement: The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. The individual currently holding this position performs additional duties and additional duties may be assigned. The physical demands and work environment described here are representative of those that must be met or will be encountered while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This job description does not constitute an employment agreement between the district and employee and is subject to change by the district as the needs and requirements of the position change.

Date Written/Revised: December 2025