What are the responsibilities and job description for the Accounts Payable Clerk position at Bullhead City Schools?
BULLHEAD CITY SCHOOL DISTRICT #15
JOB DESCRIPTION
TITLE: Accounts Payable and Benefits Clerk
QUALIFICATIONS:
1. High School Diploma or verifiable G.E.D.
2. Knowledge of basic accounting principles and procedures.
3. Working knowledge of current computing technologies and software applications appropriate to the position’s responsibilities.
4. Three (3) or more years of experience in a medium size organization in governmental accounting, finance, employee benefits or related field desirable.
5. Knowledge of applicable Federal, State, and local statutes as well as related accounting standards related to accounts payable and benefits functions.
6. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Alternative to the above qualifications as the Governing Board finds appropriate and acceptable.
REPORTS TO: Superintendent
WORKS CLOSELY WITH: Human Resources Coordinator, Payroll Coordinator, Purchasing/Food Service Coordinator, and Business Coordinator/Grants Clerk
JOB GOAL: To contribute to the efficient operation of the services and duties performed by the District Office.
PERFORMANCE RESPONSIBILITIES:
This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned. Duties, responsibilities and activities may change at any time
with or without notice.
1. Processes timely and accurate payments of outstanding financial obligations of the District in
accordance with Federal regulations, State statutes, and District requirements.
2. Maintains historical records for the payments of District transactions in compliance with the
Uniform System of Financial Records (USFR).
3. Files monthly state use tax payments.
4. Processes 1099 documents, sends them to vendors, and files the information with the IRS.
5. Invoices the Colorado River Union High School District for expenses related to the
Intergovernmental Agreements.
6. Prepares expense vouchers for approval of the Governing Board.
7. Receives monthly invoices for all benefits (via mail, email).
8. Reconciles payroll generated deduction reports with benefits monthly invoice.
9. Reconciles benefits administrative fee invoice with payroll deduction report.
10. Reconciles benefits claims billing with report of active employees.
11. Submits payments for dental and vision administrative and claims invoices.
12. Assists the Human Resources and Payroll Coordinators plan meetings designed to help employees obtain information and understand District benefits and other related incentive programs. Ensure distribution of required employee notices as well as any changes in benefits.
13. Assists Human Resources and Payroll Coordinators in obtaining statistics and information in renewal process of any health, life and retirement plans that benefit the District.
14. Records and reports annually to the Superintendent and Board the total cost to the District of various benefits programs and options.
15. Processes timely and accurate payments of student activity purchases and payments.
16. Assists school sites and District departments in resolving vendor disputes to ensure prompt and accurate payments.
17. Maintains standards for school sites’ documentation of student activity receipts and disbursements.
18. Maintains historical records for the payments of student activity transactions in compliance with the Uniform System of Financial Records (USFR).
19. Prepares a monthly Student Activity Report for the Governing Board.
20. Provides requested documents to the external auditors as requested.
21. Manages the retention of official financial documents in dated archives and destroys records according to state regulations.
22. Backs up Payroll Coordinator.
23. Perform other related duties as assigned for the purpose of ensuring the efficient and
effective function of the District.
TERMS OF EMPLOYMENT: 12 months per year. Hourly rate and workdays established by the Board.
EVALUATION: Performance will be evaluated annually in accordance with provisions of the
Board’s policy on Evaluation of Staff.
