Accounts Payable Clerk (District Office)

JOB TITLE: Accounts Payable Clerk

IMMEDIATE SUPERVISOR: Controller

FTE: 1.0 (8 hours per day)

START DATE: As soon as possible after hire

GENERAL DUTIES SUMMARY:

Supports the District's accounting office with responsibility for ensuring that services, supplies and equipment are received as ordered, for maintaining accounts payable records, for checking the accuracy of documents, for contacting vendors, and for maintaining check registers and invoices.

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below. Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

• Master District and professional computer programs
• Demonstrate proficiency with data bases, spreadsheets, accounting programs
• Interpret and communicate effectively person-to-person
• Independently perform the duties and responsibilities of the position
• Exercise sound judgment when making decisions based on Department and District guidelines
• Follow directions without detail support
• Prepare and analyze information and reports specific to the position
• Prioritize and implement multiple tasks without detail support or supervision
• Function under the stress of multiple commands or constrictive time lines
• Remain flexible when normal duties and schedules are interrupted or changed to meet the needs of the Department or District
• Read, comprehend, and employ documents including but not limited to; computer program manuals, job specific technical manuals, District Policies and Procedures and other informational and professional documents specific to individual positions
• Opens and processes mail and interschool Accounts Payable mail
• Matches invoices and statements with purchase orders and prepares for payment
• Checks prices and verifies extensions and keeps track of encumbrances and back orders on each purchase order
• Ensures that purchases have been received and approved for payment; batches invoices for input into district financial software
• Keeps track of all encumbrances on purchase orders
• Contacts vendors when invoices and statement do not reflect material or amounts on purchase orders
• Manages check processing and electronic payments
• Supports tracking database program for Professional Development Fund
• Manages petty cash funds
• Manages retainage accounts for construction projects
• Manages postage deposit account and records journal entry to record school and department postage charges
• Balance and pay Purchase Cards invoice for the District (review and verify monthly statements for processing)

ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES

• Cross-training within departments to support District needs
• Acquiring and successfully completing training and/or classes that will enhance and modernize Department and District needs
• Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position
• Communicate their need for clarification and/or interpretation of directions
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and
• percentages
• Ability to apply concepts of basic algebra
• Sufficient skill to accomplish the essential functions and duties and responsibilities of the position
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Any satisfactory equivalent combination or experience and training that ensures the ability to perform the essential functions may substitute for the requirements below
• Which the combination of would meet or exceed 14 years of education
• College level accounting classes desirable
• One year of experience in general accounting preferred
• Computer experience in database management, spreadsheets, word processing and mainframe computer systems preferred
• School district or school experience preferred
• Essential certifications for individual assignments (e. Purchasing Clerk-Public Purchasing Certifications, Payroll & Benefit Specialist-State Payroll Certification)

SUPERVISORY RESPONSIBILITIES

Supervision is not a normal responsibility of this position.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

The physical demands described here are representative of those that must be met by and 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.

• Employee is required to talk and hear in person and on the phone 6-8 hours per day
• Employee must have the physical ability to use computers, calculators and other common office equipment
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Vision abilities required by this job include close vision, and color vision.
• Must be able to Input data at a computer terminal for 6-8 hours per day
• Lift and transport books, catalogs related supplies from storage to Department or meeting sites (see physical assessment section)
• The noise level is usually moderate
• Considerable interruption of work is not unusual in this position
• Sit for long periods of time (5-6 hours)
• Stand, reach and bend (to facilitate filing, use of and maintenance of copy machines, faxes, and other job related equipment)

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a twelve month assignment on the J range of the Classified Job Schedule. The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilites and skills. That rate would be $25.01

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position's activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions