Accounts Payable Technician II - Office Sr. Business Officer (2024-25)

BASIC FUNCTION: Independently process for payment an assigned group of liabilities, including employee reimbursements, purchase orders, contractual obligations and bids, claims from school sites for student body activities, and revolving cash fund transactions, legal settlements, field trips, and other items approved by the Board of Education via resolutions. Perform responsible accounting and fiscal record management functions utilizing manual and computerized databases and processes: to audit, verify, and monitor a variety of recordkeeping and reporting documents for accuracy and completeness; and to prepare financial statistical reports utilized in the services of assigned work unit/projects.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

• Examine purchase orders and invoices and supporting records for accuracy and for compliance with related contract, Education Code, federal and state and other regulations, and district policies and procedures; disburse funds accordingly.
• Process for payment an assigned group of liabilities, including employee reimbursements, purchase orders, contractual obligations and bids, claims from school sites for student body activities, and revolving cash fund transactions, legal settlements, field trips, and other items approved by the Board of Education via resolutions.
• Perform responsible accounting and fiscal record management functions utilizing manual and computerized databases and processes to audit, verify, and monitor a variety of recordkeeping and reporting documents for accuracy and completeness; and to prepare financial statistical reports utilized in the services of assigned work unit/projects.
• Analyze invoices for compliance with contract language related to pricing, cash discount terms, eligible items, and freight terms and audit against purchase orders for accuracy.
• Audit invoices, mileage claims, conference reimbursements, phone bills and other claims for compliance to spending mandates, correct totals including tax amounts, proper coding, signature approvals, and sufficient back-up documentation for future audits; calculate payment and code with appropriate account numbers; inspect invoices for accuracy, conformance and proper authorization; file materials as assigned.
• Maintain records of check copies and support documents of payments, other records as assigned; maintain and assist in the preparation of a variety of records and reports, vendor reports, financial data input, warrants and other related matters.
• Prepare checks according to established procedures; verify checks for correct amount and vendor paid.
• Review and process credit card payments to financial institution.
• Maintain auditable records of all financial transactions.
• Input payments into computer system in accordance with vendor terms; reconcile vendor statements or claims; research and resolve discrepancies reconcile documents and resolve discrepancies.
• Enter data into the computer and generate reports;
• Provide documents to affect budget transfers for school and central sites.
• Explain rules, regulations, policies, and procedures related to accounts payable functions.
• Participate in year-end closing and audit preparation.
• Provide information and assistance to vendors, consultants, personnel and visitors as needed; research payment information for vendors or school district personnel.
• Attend meetings for the purpose of conveying and/or receiving information required to perform functions.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

TRAINING, EDUCATION AND EXPERIENCE: Any combination of education, training and/or experience equivalent to: AA degree plus related courses, and five years full-time, progressively responsible experience in accounting, accounts payable or related function.

School district experience preferred.

LICENSES AND OTHER REQUIREMENTS:

Pass District exam with an overall score of 85%

Valid California Driver’s License

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

Principle and procedures of accounting, including governmental procedures, school district fiscal policies

Applicable federal, state, and District codes, regulations, policies and procedures governing work 

California school district budgeting parameters and accounting practices

Year-end closing procedures and audit preparation

Procedures to generate checks

Financial and statistical record-keeping techniques

Laws, rules and regulations related to assigned accounting activities

District organization, operations, policies and objectives

Interpersonal skills using tact, patience and courtesy

Planning, organization and coordination needed for assigned task

Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students

Correct English usage, grammar, spelling, and punctuation

Computer software, hardware, and related technology

ABILITY TO:

Prepare and process financial reports and accounting documents, ; verify, post, balance and adjust accounts

Operate a ten-key calculator by touch

Apply accounting principles and procedures

Organize financial data

Interpret contract language

Perform mathematical calculations including addition, subtraction, multiplication, and division with speed and accuracy

Learn, interpret, apply, and explain state and federal regulations and district policies and procedures

Organize work routines, set priorities, and meet deadlines

Identify problem/issue, collect and analyze relevant data, and determine appropriate course of action within prescribed alternatives

Work effectively with computer software and hardware, including accounting, spreadsheet, and word processing applications

Communicate effectively both orally and in writing

Establish and maintain effective working relationships with all levels of staff and the public

Maintain confidentially of sensitive and privileged information

Maintain records

Operate personal computer, related software, and other office equipment

WORKING CONDITIONS

Office environment and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30 pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.