Transportation Accounts Payable Clerk

POSITION TITLE:  Transportation Accounts Payable Clerk

EXEMPTION STATUS: Non-exempt

REPORTS TO: Director of Transportation

TERMS OF EMPLOYMENT: 12 months

Primary Purpose

Responsible for all accounts payable activities of the transportation department. Monitor compliance with applicable state laws and regulations

Qualifications

Education/Certification

High School Diploma or GED

Special Knowledge/Skills

Effective communication (verbal and written), public relations, and interpersonal skills

Proficient computer skills in developing spreadsheets, managing databases, and performing word processing

Proficient file maintenance skills

Knowledge of basic accounting principles

Proficient use of radio communications

Experience

Three years secretarial experience, preferably in a public-school environment

Major Responsibilities and Duties:

Financial Ethics

• Comply with all policies and procedures; internal controls; board policies; and state, local, and federal laws as they pertain to the financial affairs of the District.
• Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.
• Act in an ethical and honest manner in all business transactions of the District.
• Maintain confidentiality of all data, files and general financial information of the District.
• Safeguard against unauthorized access to assigned computer system and electronic data.

Accounting

• Maintain accurate records and file copies of checks, requisitions, invoices, and purchase orders; and maintain vendor files.
• Receive and process for accounts payable invoices for payment, match invoices to purchase orders, verify for accuracy, and contact employees and vendors to obtain or correct information.
• Review department payables for accuracy including travel reports. 
• Assist with any needed bookkeeping tasks and maintaining department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment.

Other

• Work with the director and staff regarding accounts payable issues.
• Assist department staff with projects and duties, as needed and perform duties in their absence.
• Maintain confidentiality of information.
• Prepare correspondence and forms, assist in compiling information for preparing various reports, and assist with reports for the annual independent audit process.
• Assume the duties of the Administrative Assistant to the Director of Transportation in their absence.

Professional Growth and Development

• Keep informed of and comply with federal, state and District policies and regulations concerning job functions.
• Participate in professional learning, staff meetings, and special events as assigned.

Communication

• Effectively communicate with staff, vendors, and others; maintain a positive rapport in assisting with questions and concerns in a prompt and courteous manner; and maintain high degree of confidentiality.
• Communicate current status of invoices to campus and department staff.
• Articulate the District’s mission and goals to the community and solicit community support.

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including computer, peripherals, and telephone; two-way radio; motor vehicle and school bus; safety equipment, such as flares, reflective signs, fire extinguisher.
Posture: Prolonged sitting, standing, reaching; occasional kneeling/squatting, bending/stooping, pushing/pulling, twisting
Motion: Frequent repetitive hand and arm motions, keyboarding, use of mouse, wrist flexion/extension
Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance 
Environment: Work indoors and outdoors, in an office setting, and in school vehicle, including school bus; work around machinery with moving parts; exposure to extreme temperatures, toxic chemicals, exhaust fumes, gasoline and diesel fuel; frequent in-District travel; occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress, work with frequent interruptions