Accounts Payable Coordinator/Encumbrance Clerk

Accounts Payable Coordinator/Encumbrance Clerk QUALIFICATIONS: A high school diploma or GED and specialized vocational experience in or after high school in the field of accounting and data entry. Three years experience with Microsoft office software including word processing and Excel Spreadsheet is required. Job requires occasional bending/stooping/squatting/crouching/kneeling, climbing, reaching above the shoulder and pushing/pulling.

Job requires occasional carrying/lifting up to 50 pounds. Job requires employee to use both hands for repetitive actions involving simple/firm grasping and fine manipulation. Employee must possess hearing and speaking abilities to monitor equipment and communicate with employees, students, and parents. The Board of Education and Superintendent may approve alternatives to the listed qualifications.

CONTRACT: 12 months WORKING HOURS: 8 hours daily, usually between 8:00 a.m. and 5:00 p.m. REPORTS TO: CFO EVALUATED BY: CFO SUPERVISES: does not supervise GRADE: V ESSENTIAL JOB FUNCTIONS: Monitors all functions of the accounts payable department including data entry of all purchase orders, payment of invoices, and printing of warrants for all appropriated funds.

Reconciles invoices to purchase orders ensuring adherence to state law and board policy, approving amount for payment and preparing purchase order for weekly payment process. (avg 125 weekly until last 4 months of year when spending deadlines are enforced and volume increases greatly) Verifies processed payment to purchase order � record payment number on PO and stuff payment and remittance advice in envelopes for mailing.

Contacts vendors to reconcile billing/payment discrepancies. Answers phone calls and emails from site and dept budget contacts regarding state/district purchasing law/policies/practices throughout the day. Enters beginning year budget allocations into accounting system for all Funds. Enter allocation changes from budget contacts on a daily basis.

Runs accounting system reports on a monthly basis to ensure system is in balance. If out of balance, research to determine and correct problems. Assists CFO in reconciliation of all expenditure reports for distribution to Board of Education, Administrators, and Site Managers on a monthly basis. Performs other duties as assigned.