Accounts Payable and Payroll Clerk 

Job Description 

 

Purpose: The Accounts Payable and Payroll clerk is responsible for preparing, processing, and submitting all district invoices, payments, and payroll related to district operations. This position will also perform a variety of technical and accounting duties associated with the District in accordance with federal, state, and District regulations, policies, and procedures. 

 

Reports To:  Business Manager 

 

FLSA Stats:  Non-exempt, hourly 

 

Salary: $20.00 to $25.00 per hour 

 

Required Qualifications:        

• High School Diploma or equivalent 
• High level of competence with software, systems, and all applicable devices
• Advanced skills with Microsoft Suite and/or Google Suite of products 
• Willingness to learn new skills and systems, federal and state reports, and related areas
• High level of competence in math, writing, grammar, and sentence structure as well as effective written and verbal communication
• Basic knowledge of accounting and record-keeping
• Excellent interpersonal, customer services, and organizational skills
• Health and Inoculation Certificate on file in the District Office (after an employment offer is made)

 

Preferred Qualifications:        

• Associates or Bachelor’s degree or higher from an accredited institution in business administration or accounting
• 3 or more years of full-time experience accounting, finance, and/or payroll
• Knowledge of the business management software for schools

 

Essential Functions:  To perform this job successfully, an individual must be able to perform each essential function satisfactorily:

• Processes all accounts payable for district operations.
• Processes all district invoices and purchase orders accurately and in a timely manner.
• Reviews and verifies the accuracy and completeness of vendors invoices and supporting documents.
• Maintains accurate and updated W9 information for all vendors. 
• Reconciling and processing all purchase card statements for accuracy and completeness
• Maintains accurate and complete accounts payable/receivable records for all purchase and vendors. 
• Maintains accurate and complete payroll records for active employees and District retirees in coordination with the Human Resources Department
• Reviews and audits records regularly for accuracy. 
• Processes payroll while ensuring accuracy, completeness, and adherence to federal, state and District regulations, policies, and procedures
• Conducts audits and reviews of timesheets, payroll reports, and paychecks
• Compute and process federal and state taxes, employee KPERS payments, and unemployment taxes, while ensuring compliance with payment, reporting, and other tax requirements
• Maintains complete confidentiality, within guidelines, of all employees payroll and district accounting records
• Processes monthly benefits premiums payment though the District financial management system
• Provide clerical and technical support to assist with the efficient operation of the Business Office, to include flexibility and the ability to work with all levels of administration and staff
• Help develop more efficient organizational operations, processes, and procedures
• Operate all office devices appropriately as required; and to learn how to operate new equipment as it becomes available
• Answer, process, and screen incoming district communications including phone calls, emails, and other modes when the regular receptionist and office team members are unavailable to do so
• Regular and consistent attendance at work
  

General Responsibilities

• Perform the usual office work associated with a busy, yet productive, and smoothly running office
• Observe and follow all federal, state, and district regulations and policies at all times
• Practice responsible fiscal, facility, and resource management
• Obtains advance approval of the Business Manager for all financial transactions
• Respond to information requests in a cooperative, courteous, and timely manner
• Keep student, parent/guardian, and personnel information and records confidential
• Adheres to all District policies and procedures, to include all health and safety policies
• Perform other tasks and assume other responsibilities as directed by Administration
• Assists other personnel in emergencies as called upon.
• Maintains a high level of ethical behavior and confidentiality of information.
• Performs such other related duties as assigned by the Business Manager.
• Regular attendance at work. 

 

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires prolonged sitting or standing, and use of equipment including repetitive motions and computer eye fatigue
• Requires some stooping, bending, reaching, and lifting
• Hear and understand English at normal levels, indoors, outdoors, and on the telephone
• Requires physical exertion to manually move, lift, carry, pull or push heavy objects or materials
• Ability to lift, push, and pull up to 25 pounds
• Must occasionally work in noisy and crowded environments, with numerous interruptions

Terms of Employment: At will employment. 12-month 2,080-hour position.

 

Evaluation:   Performance evaluations in accordance with the Board’s policy and the Classified Employee Handbook.