Accounts Payable Clerk

Lewistown Public Schools

Job Description

Job Title:               RECEIVING/ACCOUNTS PAYABLE CLERK                 

Classification:        PURCH/REC

Reports To:           Business Manager/Clerk and Superintendent

FLSA Status:         Non-exempt/Classified

Approved By:        Rebekah Rhoades

Approved Date:     September 1, 2022

Work Hours:         5 Hours/Day, 5 Days/Week, 12 Months/Year

SUMMARY:  To assure smooth and efficient operation of the assigned office area.  Receiving Clerk will effectively manage all required computer records for the district, and generate necessary reports in a timely fashion.  In all instances, employee will maintain necessary confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Other duties may be assigned

• Daily Mail – Open and stamp mail received; match invoices to purchase orders; balance vendor statements.
• Daily check-in of all freight received. Must be able to lift and/or move up to 50 pounds.
• Contacts vendor(s) regarding defective or unacceptable goods or services.
• Packs goods for return of defective or incorrect items to vendor(s) and processes UPS paperwork for return.
• Assist with Accounts Payable – need to be able to process invoices/purchase orders for payment which includes: matching invoices to purchase orders; verifying vendor remittance addresses; paying bills in a timely manner to take advantage of discounts offered; verifying invoice payments are not duplicates; contacting vendors for copies of missing invoices; monthly balancing and payment of credit card accounts.
• Fixed Assets – After each batch of claims is completed, pull purchase orders that obtain minor and major purchases and enter in computer program. Send sites their inventory tags to be attached to their inventory.  Submit classroom reports to each building for verification of inventory per room.  Enter adjustments to inventory as submitted by staff throughout the year.  Performs yearly video inventory.
• Year End – All purchase orders need to be received and paid by June 30 of each year. This involves contacting vendors and making sure shipments and invoices are received and paid by this date.  After last batch of claims is paid, funds are balanced and year-end reports are run.  Track and record all obligations carried forward to new fiscal year.  Assists with year-end roll of records and set-up of new school year on computer system.
• Works cooperatively and effectively with staff, supervisor, and public.
• Provides feedback to supervisor(s) for implementing ideas, which will make the work assigned more efficient and effective.
• Accurately prepare a variety of materials, such as business letters, reports, memos, monthly statements, etc. from rough draft or corrected copy.
• Must be willing to cross train in all Central Office departments.
• Operates office equipment and central telephone system.
• Files correspondence and other records.

This job description is not intended to be all-inclusive and the employee will also perform other duties as assigned by the Business Manager/Clerk or the Superintendent of Schools.

QUALIFICATIONS:  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:  Must have a high school diploma or equivalent.  Must have at least two (2) years accounting/bookkeeping experience with emphasis on accounts payable or an equivalent amount of education in that field.  Experience with school accounting preferred.  Must be proficient in the business area, including keyboarding skills, ten-key, filing, record keeping and the use of computers and database software programs.

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 correspondence.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

TECHNOLOGY SKILLS:  The work environment has increasingly become technology driven.  Lewistown Public Schools expects staff to meet reasonable expectations in the use of computers and other technology.  Must be proficient in the use of Microsoft Word and Excel.

REASONING ABILITY:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.  Must maintain good composure in pressure situations.

PHYSICAL DEMAND:  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; use hands to finger, handle, or feel; and talk or hear.  The employee frequently is required to stand, walk, and reach with hands and arms.  The employee is occasionally required to climb or balance; stoop, kneel, crouch.  The employee must be able to lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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 moderate.

PERSONAL CHARACTERISTICS:  Employees of Lewistown Public Schools must exhibit acceptable work habits and perform tasks in a professional manner by adhering to the following guidelines:  Maintain proper grooming and dress consistent with the type of task being performed; be regular in attendance and punctual for work; initiate tasks in a self-directed manner and perform work with a minimum of supervision; organize work and manage time to achieve efficiency and high quality of work; perform tasks neatly and accurately in accordance with desired quality and quantity; provide feedback to supervisor(s) for implementing ideas which will make the work assigned more effective and efficient; maintain self control and a friendly, outgoing disposition; and maintain confidentiality of related work matters as applicable.

DRUG FREE WORKPLACE:  Screening tests for alcohol and illegal drug use may be required before hiring and during your employment in Lewistown Public Schools.  Employees of Lewistown Public Schools must submit to a fingerprint criminal background check.  Any appointment will be contingent upon the results of the criminal background report received from the Department of Justice, which must be acceptable to the Board of Trustees, in its sole discretion.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.