Accounts Payable Clerk chez Warsaw Community Schools

Reports to: Chief Financial Officer

General Summary: The Accounts Payable Clerk manages the school district’s accounts payable. 

Essential Functions:

• Prepare claims for payment & enter into New World accounting system
  • Pay Board Claims on a monthly basis & weekly Prior To claims, meeting appropriate deadlines
  • Verify each claim has the proper approval & has been coded to the correct general ledger account number
  • Review all claims for accuracy & compliance with WCS policies/guidelines
  • Follow up with buildings when claim does not comply
• Maintain accurate & organized purchase order file
  • Match incoming purchase orders to invoices, verifying they have been properly approved for payment
  • Work with staff to make any necessary changes to existing purchase orders
  • Review outstanding purchase orders, calling vendors for invoices as needed
  • Void purchase orders, as needed
• Reconcile vendor statements & work with vendors to resolve discrepancies, past due invoices & using existing credits in a timely manner
• Maintain appropriate vendor records
  • Vendor master file (add vendors to New World, as needed)
  • Vendor W-9’s
• Prepare required 1099 annual reporting
  • Work with High School ECA Treasurer to collect accurate information
  • Meet required mailing deadline & online submission to state/federal government
• Assist State Board of Accounts with audits, providing information as requested
• Assist with implementation of online bill payments (EFT, ACH)
• Ability to manage & prioritize multiple activities to meet deadlines under time constraints
• Ability to communicate orally & in writing sufficiently to express ideas, thoughts & instruction clearly to staff & patrons
• Exhibit patience, courtesy, respect, ethical conduct & tact when working with staff & patrons
• Other duties as assigned by supervisor(s)

Qualifications:

• High School Diploma
• Data entry skills
• Basic understanding of accounts payable principles
• High degree of accuracy & attention to detail
• Ability to work in confidential environment
• Self-motivated & able to work with minimal supervision
• Able to lift 25 pounds

Desired

• Post-secondary training in bookkeeping/accounting
• Accounts Payable experience
• Understanding of school finances & general ledger structure

Length: 52 weeks

Position Type: Non-Exempt

These statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of an accounts payable clerk.