Accounts Payable Technician
PENINSULA SCHOOL DISTRICT
Job Description
ACCOUNTS PAYABLE TECHNICIAN
JOB SUMMARY:
This position shares responsibility for accounts payable duties. Responsibilities include invoice payments, vendor maintenance, vendor statement reconciliations, AP warrant processing, and reporting.
REPORTING RELATIONSHIPS:
Reports to Business Services Supervisor
DUTIES AND RESPONSIBILITIES:
- Receives, screens, sorts, date stamps and routes incoming mail on a daily basis.
- 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.
- 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.
- 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.
- Answers questions from vendors and district staff concerning accounts payable procedures. Troubleshoots problems with payments; researches files. Prepares correspondence to vendors as needed.
- 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.
- Maintains district vendor file; adds new vendors; changes updates vendor information as needed; and maintains vendor 1099 information.
- Reconciles vendor statements. Contacts vendors to resolve discrepancies. Responsible for maintaining all accounts in current and correct status.
- Verifies and records information and coding on school district employee claims for reimbursement and other non-purchase order expenditures; prepares and inputs information.
- Updates accounts payable warrant info on board document, submit monthly to Board of Directors.
- 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.
- Performs related duties as assigned.
WORKING CONDITIONS:
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.
AFFILIATION: PSE-Clerical
FLSA: Covered
MINIMUM QUALIFICATIONS:
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