Clerk - Accounts Payable **2026-2027 School Year**

Accounts Payable Clerk Job Description JOB TITLE: Accounts Payable Clerk DATE REVISED: November 9, 2022 REPORTS TO: Accounting Manager DEPARTMENT/CAMPUS: Business & Financial Services: Accounting FLSA: Non-Exempt PAY GRADE/DUTY DAYS: CP6, 226 or 240 JOB PURPOSE SUMMARY: This position is responsible for the timely and accurate reviewing, and processing of purchase orders, invoices, and payments into the applicable system of record, as well as for timely and appropriate resolution of payment discrepancies. KEY FUNCTIONS, ESSENTIAL DUTIES, AND RESPONSIBILITIES: Accounts Payable: 1. Verifies eligibility of invoice payment obligation in accordance with internal standard procedures and protocols for processing payables. 2. Processes all purchase orders timely and accurately following approval by the Purchasing Department, and in accordance with standard procedures and protocols within the department. 3. Reviews and verifies receiving data on purchase orders to ensure accuracy and completeness. 4. Addresses and resolves receiving problems and/or satisfaction issues between end-user and vendor, as needed, and escalates matters of greater complexity to appropriate department management for handling. 5. Monitors outstanding purchase orders, as well as obtains and updates the system with their respective status. 6. Determines status of purchase orders outstanding at year-end, and provides data for year-end accruals and valuation of outstanding encumbrances. 7. Reviews payment information for details including, but not limited to, proper support, quantities, pricing, shipping fees, taxes charged, approvals, and funds availability prior to proceeding with payment. 8. Researches and responds to routine questions from campuses, departments, and vendors related to purchase orders and payment status. 9. Escalates non-routine and complex related questions and issues regarding purchase orders and payment status to appropriate internal personnel. 10. Assists accounting and warehouse personnel to ensure all special revenue receiving and payment deadlines are met to obtain maximum reimbursement from granting agency. 11. Enters and processes partial and full payments accurately and timely to optimize District resources, as well as to prevent errors, late fees, and finance charges. 12. Retains all documents associated with invoices as supported documentation for payment in the appropriate system(s) of record. 13. Verifies that all checks are accurately prepared, contain appropriate inserts, and are distributed accurately and timely using District and department approved mailing methods, which include, but may not be limited to, campus or US Mail. 14. Assists in responding to external auditors of vendors seeking verification of accounts receivable balances. 15. Processes accounts payable checks on a weekly basis, or as otherwise required. 16. Verifies vendor accounts to ensure they are reconciled and current. 1

Accounts Payable Clerk Job Description Compliance: 17. Performs all assigned work activities in accordance with standard procedures and protocols established by the department, and in accordance with standards established by the Financial Accountability System Resource Guide (FASRG). 18. Maintains relevant and up-to-date knowledge and understanding of proper accounts payable methods and protocols. 19. Monitors respective work activity for variances and anomalies. 20. Identifies and timely reports any known or suspected compliance issues to appropriate personnel. 21. Participates, as assigned, in audits and in the preparation for audits, whether initiated internally or externally. 22. Adheres to all other District wide policies and procedures including, but not limited to, human resources, safety, and emergency protocols. General: 23. Consistently demonstrates support towards the District's Shared Vision, Mission, and Promise 2 Purpose. 24. Assists department leadership in the compilation of miscellaneous confidential reports. 25. Attends departmental and District meetings, as required. 26. Consistently displays integrity, responsibility, accountability, teamwork, and ethics. 27. Performs assigned job duties and responsibilities in accordance with established performance expectations, as well as with District policies, procedures, protocols and standard practices. 28. Maintains relevant and up-to-date job knowledge by participating in continuous education initiatives. 29. Demonstrates proficient working knowledge and understanding of Microsoft Excel, Word, and Outlook, Google Shared applications to include Google Sheets, Google Docs, and Google Slides, as well as database systems and applications relevant to the job function. 30. Performs other duties as assigned. MINIMUM EDUCATION, EXPERIENCE & CREDENTIAL REQUIREMENTS High school diploma or equivalent GED Three years of experience working in a same or similar capacity Or an equivalent combination of education and work experience CORE KNOWLEDGE, SKILLS & ABILITIES: Organization

• Uses resources effectively and efficiently, arranges information and data in a useful manner, assembles and orchestrates resources to meet departmental deadlines. Attention to Detail

• Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved. Customer Service Orientation

• Demonstrates concern for meeting internal and external customers' needs in a manner that provides satisfaction for the customer within the resources that can be made available. Interpersonal Skills

• Exhibits the ability to excel in a team atmosphere, working towards a common goal while adhering to departmental deadlines and district guidelines. PHYSICAL REQUIREMENTS & WORKING CONDITIONS: 2 Accounts Payable Clerk Job Description This position requires frequent sitting, walking, standing, reading, seeing, speaking, hearing, listening, organizing, interpreting data and information, operating office equipment, typing using a computer keyboard and mouse, viewing a computer screen monitor, and use of a telephone. The working environment consists of an indoor and climate-controlled setting the majority of the time. EMPLOYEE ACKNOWLEDGEMENT: My signature below acknowledges that I have received and read my job description, and that I understand the scope, essential job duties, knowledge, skills, and abilities, and working environment that apply to my job. I further acknowledge that I can safely and effectively perform the essential job duties with or without reasonable accommodation, and in accordance with the policies, procedures, expectations, and standards of the District. Employee Printed Name: ____ Employee ID Number: __ Employee Signature: ___ Date: _ 3