Greenwood School District 50 
Position Description

POSITION TITLE:    Accounts Payable Clerk - Lead 

            Department:      Business Office

            Reports To:       Director of Finance

            Prepared by:                                                     Date:

            Approved by:                                                   Date:

SUMMARY:  Processes accounts payable and maintains associated vendor and invoice files for the District.  

ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned.

Þ Maintains alphabetical files on all pending invoices and purchase orders.

Þ Manages and coordinates the scanning of paid invoices.

Þ Matches all invoices with purchase orders, checks price extensions, discounts, account numbers, and determines the amount to charge to each account.

Þ Checks invoices for proper approvals and corrects errors.

Þ Ensures payments are made to vendors by the due date.

Þ Reviews accounts over 30 days old and takes necessary actions.

Þ Analyzes purchase orders over 90 days old and follows up on status.

Þ Checks monthly statements for past due invoices and takes necessary actions.

Þ Assists all school principals, secretaries, and librarians with all purchases made through the district office.

Þ Functions as backup for all functions performed by the other accounts payable clerk.

Þ Assists business office when needed.

Þ Writes receipts for all monies received in the business office.

Þ Prepares daily bank deposits for all money received.

Þ Balances the weekly check runs back to the check register and prepares the appropriate claims.

Þ Prepares monthly sales/use tax returns for the District.

SUPERVISORY RESPONSIBILITIES:

AP Clerk

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High School Diploma. Minimum two years’ work experience in Accounts Payable. Must be able to effectively deal with the public and staff both in person and on the phone.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondences. Ability to present information in one-on-one and small group situations to customers, clients, other employees and/or students.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.

REASONING ABILITY:

Ability to deal with problems involving a variety of concrete variables in standardized situations. Ability to define problems, collect data, establish facts, and draw valid conclusions.

OTHER SKILLS and ABILITIES:

Ability to develop effective working relationships with staff and the school community. Ability to communicate clearly and concisely.  Ability to perform duties with awareness of all district requirements and the Board of Education policies.

PHYSICAL DEMANDS: 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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is occasionally required to walk and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. Employee must be able to distinguish the difference between bells, buzzers, beeps, etc. While performing the duties of this job, the employee is required to meet deadlines with severe time constraints.

The employee is continuously communicating through speech.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet. The employee is continuously interacting with the public and staff. 

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.