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Accounts Payable Technician

Job Description


This position shares responsibility for accounts payable duties. Responsibilities include invoice payments, vendor maintenance, vendor statement reconciliations, AP warrant processing, and reporting.

Reports to Business Services Supervisor


  1. Receives, screens, sorts, date stamps and routes incoming mail on a daily basis.
  2. Receives invoices, determines applicable compensating use tax charges, if any; obtains authorization to pay invoice, including verification of receipt of goods or services. Records invoice payment record against appropriate purchase order.
  3. Enters data for accounts payable warrant batches and reconciles totals to control sheet for current issue. Runs computer reports and verifies data in a review process. Reconciles batch total reports to detail invoices. Group AP batches by warrant process date, generate warrants, payment vouchers, and accounting reports.
  4. Attach payment vouchers to invoices file by warrant issue, prepare audit folder, and mails warrants once audit folder is returned with signed documents for approval.
  5. Answers questions from vendors and district staff concerning accounts payable procedures. Troubleshoots problems with payments; researches files. Prepares correspondence to vendors as needed.
  6. Places and receives telephone calls; answers inquiries and provides information concerning Accounts Payable; routes callers to appropriate staff members; records and relays messages; greets and assists office visitors.
  7. Maintains district vendor file; adds new vendors; changes updates vendor information as needed; and maintains vendor 1099 information.
  8. Reconciles vendor statements. Contacts vendors to resolve discrepancies. Responsible for maintaining all accounts in current and correct status.
  9. Verifies and records information and coding on school district employee claims for reimbursement and other non-purchase order expenditures; prepares and inputs information.
  10. Updates accounts payable warrant info on board document, submit monthly to Board of Directors.
  11. Maintains payment records of payments for items qualifying as inventory; maintains records for expenditures that should be credited to prior year. Reviews coding at fiscal year-end to facilitate proper accounting.
  12. Performs related duties as assigned.

Office environment; experiences frequent interruptions; expected to meet inflexible deadlines. Requires visual concentration on detail, dexterity and precision. Occasionally required to deal with angry or irate vendors/staff members.


FLSA: Covered


Education and Experience:
Accounting degree or college level accounting courses or WASBO ACC110 and ACC 210 course; and three years of general accounting experience, which includes maintaining detailed records and accounts. Governmental accounting preferred.

Knowledge, Skills and Abilities:

  • Maintain current working knowledge of district policies and procedures related to job functions.
  • 10-key proficiency, keyboarding, and data entry skills.
  • Effective oral and written communication skills.
  • Knowledge of Generally Accepted Accounting Standards, and Washington State Accounting Manual for School Districts.
  • Ability to be precise and accurate.
  • Ability to operate a personal computer with word processing, spreadsheet, and database software applications.
  • Ability to learn federal, state and district rules and regulations.
  • Ability to set-up and maintain an accurate filing system.
  • Ability to attend to detail and follow tasks through to completion.
  • Ability to organize and set priorities.
  • Ability to work effectively under pressure.
  • Ability to work independently with minimal supervision.
  • Ability to maintain confidentiality.
  • Ability to establish and maintain effective working relationships.

Licenses / Special Requirements:
Completion of WASBO ACC110 and ACC 210 courses within first two years of position.

Updated: 02/2017