Assistant PR Clerk/Accounts Payable 8 hrs/day - Business Office

KLAMATH FALLS CITY SCHOOLS
Job Title: Assistant PR Clerk/Accounts Payable
Work days: M - F from 8am to 5pm 260 days
Reports to: Business Manager
FLSA Status: Non-Exempt
Rate of Pay: $22.46/hr
JOB SUMMARY
General Description: The Accounting Technician is responsible for performing elements of the District's Accounts Payable and Accounts Receivable processes. This includes the coordination, collection, entry, and management of invoices, checks, requisitions, and purchase orders. This position relies upon structured procedural methods to ensure proper and timely payment to vendors and from customers, as well as performing reconciliation functions to verify accuracy. This position also performs grant accounting functions, and serves as a backup for other staff members.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Accounts Payable:

1. Receive, verify, process, and reconcile invoices before processing for payment.
2. Review account codes used on Purchase Orders for accuracy and appropriateness.
3. Coordinate and communicate deadlines and timelines to various departments.
4. Ensure all appropriate authorizations are obtained in relation to invoice processing.
5. Directly deposit or distribute checks to vendors on specified deadlines.
6. Keep informed about changes in laws and regulations affecting 1099s, taxable payments, and district policies.
7. Provide information to employees and managers regarding Purchase Orders, invoices, expenditures, and budget.
8. Develop and improve the systems used to process the entire Accounts Payable cycle.
9. Prepare and file annual 1099s; obtaining necessary W-9s prior to payment.
10. Verify vendor accounts by reviewing monthly statements and related transactions.
11. Disburse and track petty cash, verifying documentation for purchases.
12. Answer vendor inquiries in a timely and responsible manner.
13. Manage storage of invoice records, following the district's record retention policies.
14. Staff Reimbursements, receive and review reimbursement request forms from member for travel/per diem and other various benefits. Assure they are approved by administration and follow all state/government guidelines.
15. Review list of issued checks for status for AP checks not cleared within 30 days or more. Contact vendor to inquire on status.
16. PCard/Amazon program administrator: Monitor account activity, collect back up for all purchases adhering to program guidelines and perform payments within due dates.

Accounts Receivable:

1. Create invoices with proper accounting codes and calculations; send to customers in a timely manner.
2. Receive, verify, process, and reconcile receipts before processing for deposit.
3. Post payments to appropriate invoices, manage overpayments and underpayments, and process refunds if appropriate.
4. Coordinate and communicate deadlines and timelines to various departments.
5. Research and follow up on unpaid invoices and make appropriate attempts to collect debts.
6. Post cash receipts for non-invoiced amounts, including GL interfaces and spreadsheet templates.
7. Prepare and deliver bank deposits as necessary.

Grant Accounting:

1. Ensure proper coding and tracking of all expenditures related to grant funds.
2. Create and post journal entries with appropriate documentation.
3. Monitor expenditures for reasonableness and alignment with donor requests and/or requirements.
4. Maintain accounting information in order to generate reports to compare actual expenditure to budget.
5. Reconcile general ledger accounts and investigate any potential accounting errors or irregularities.
6. Provide reports to a wide variety of audiences. Serve as an information resource about grant funds.
7. Work with Grant Managers and Business Manager with Grant Claims.

Accounting:

1. Create and post journal entries.
2. Reconcile General Ledger balance sheet accounts and fund balances according to schedule.
3. Prepare information and schedules requested by auditors and various review agencies.

OTHER FUNCTIONS

1. Perform other work related duties as assigned.
2. Work cooperatively and harmoniously with clients, co-workers, and supervisors.
3. Maintain professional and technical knowledge by participating in professional development activities.
4. Provide backup support to other positions in case of absence or work overload.
5. Display good personal hygiene, punctuality, professionalism, and appropriate attire in an office setting.
6. Maintain task lists and directions as guides for backup assistance when such assistance becomes necessary.
7. Compose and process correspondence, memos, and reports.
8. Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, and providing support for the Chief Financial Officer as needed.

QUALIFICATIONS
Knowledge and experience:

1. Professional office communication, practices, procedures, and equipment.
2. Microsoft Office applications including Outlook, Access, Excel, Power Point, and Word.
3. Fund accounting, General Ledger basics, Accounts Receivable, and Accounts Payable concepts.

Skills and Abilities:

1. Intermediate to advanced spreadsheet knowledge.
2. Interpersonal skills and the ability to build strong relationships.
3. Timely response to inquiries from employees or other customers.
4. Understand accounting concepts such as journal entries, reconciliations, accounts payable, and accounts receivable.
5. Managing multiple tasks simultaneously with interruptions.
6. Apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
7. Manage electronic documents in an organized and efficient manner.
8. Consistently apply rules and regulations to varying situations.
9. Understand and apply methods to timely detect and correct discrepancies in data.

EDUCATION:
High School diploma or equivalent required; college level courses or advanced experience in bookkeeping
or accounting preferred.
PHYSICAL REQUIREMENTS:
Work in a sometimes chaotic environment and still maintain task organization, and strategic direction. May involve exposure to noisy work areas. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulders), stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.
Tasks require extreme accuracy and concentration; the employee works with continual interruptions. Must be able to sit for prolonged periods, with attention to detail and with minimal supervision.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify, or delete any aspect of this job description (or the position itself) at any time as it deems advisable.