Job Title: Accounts Payable Specialist

Reports to: Director of Finance

Dept./School: Assigned Campus

Wage/Hour Status: Nonexempt

Duty Days: 220 Days

Pay Grade: PP6

Fund Source: 199

Date Revised: January 2025

Primary Purpose:

Work under close supervision and follow established procedures to maintain accounting records

and process accounts payables according to standard accounting procedures. Direct and manage

the accounts payable activities of the district. Ensure compliance with applicable state laws and

regulations.

Qualifications:

Education/Certification:

High school diploma

Associate's degree in accounting with relevant work experience

Bachelor's degree in accounting, business management or related field preferred

Special Knowledge/Skills:

Knowledge of accounting principles

Knowledge of basic accounting procedures

Effective communication and interpersonal skills

Proficiency skills in keyboarding, 10-key numerical data entry, and file maintenance

Ability to work with numbers in an accurate and rapid manner

Ability to use personal computer and software to develop spreadsheets, databases, and do word

processing

Experience:

Three years accounting-related experience at clerical level

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, payment authorizations, and presentations

following district standards and requirements for the department head and other department staff

members.

2. Compile, maintain, and file all reports, records, and other documents as required.

3. Maintain vendor files and set up new accounts and make changes as they occur.

Accounting

4. Receive and process for timely payment all accounts payable invoices, requisitions, purchase

orders, receipts, and vendor information. Verify invoices and purchase orders to ensure

completeness and accuracy prior to payment.

5. Detect and resolve problems with incorrect orders, invoices, and shipments as needed.

6. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process

department purchase orders and payment authorizations.

7. Order and maintain inventory of office supplies and program equipment.

8. Monitor and process personnel time records including leave requests and reports and submit in

accordance with district procedures.

Data Entry

Other

10. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.

11. Maintain a schedule of appointments and make travel arrangements for department staff.

12. Make meeting arrangements for department activities including preparing materials, scheduling

and setting up facilities, and arranging equipment.

13. Receive, sort, and distribute mail and other documents to department staff.

14. Maintain confidentiality of information.

15. Follow district safety protocols and emergency procedures.

16. Other duties as assigned.

Supervisory Responsibilities:

None.

Equipment Used:

Standard office equipment including personal computer and peripherals

Working Conditions:

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by Date

Reviewed by Date