Accounts Payable Clerk

Job Description

Accounts Payable Clerk

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Position Overview

The Accounts Payable Clerk is responsible for compiling and maintaining accounts payable records and providing support to the finance department. This role ensures compliance with financial regulations, including FASRG guidance, local guidelines, Texas Education Association (TEA), and Federal regulations. The AP Clerk processes accounts payable transactions for multiple campuses, ensuring financial accuracy and operational efficiency.

Qualifications

• High school diploma or equivalent (Bachelor’s degree in a business-related field preferred).
• One year of experience with accounts payable (three to five years preferred).
• Experience in a public-school environment. (preferred)
• Strong communication and interpersonal skills.
• Ability to maintain confidentiality.
• Service-oriented mindset with problem-solving skills.
• Adaptability to changing work duties and responsibilities.
• Proficiency in Microsoft Office Suite, accounting software, and financial management systems.
• Typing speed of 30-40 words per minute with 95% accuracy.

Reports To

Finance Manager

Employment Terms:

Full-time / Year-Round / Salary: Exempt / Location: On site- District Office

Responsibilities & Duties

Financial Operations

• Process accounts payable transactions, ensuring compliance with internal policies and external regulations.
• Maintain financial documentation to be audit-ready and accessible at all times.
• Assist in preparing and processing payments, including electronic purchase orders, manual checks, and ACH uploads.
• Review invoices for appropriate coding, approval, and processing.
• Assist with processing and maintaining W9s and other vendor-required documentation.
• Support finance team with monthly closings and reconciliations.

Accounts Receivable

• Assist in reviewing deposits and preparing bank deposits.
• Prepare and send invoices as needed.

Budget & Fiscal Year-End Processing

• Review general ledger for budget compliance and prepare budget adjustment recommendations.
• Assist in entering and adhering to the company’s budget.
• Support year-end financial audits and 1099/1096 reporting.

Process Improvement & Compliance

• Actively contribute to improving internal financial systems and processes.
• Ensure compliance with state, federal, and institutional financial guidelines.
• Review open purchase orders and make necessary adjustments.

General Duties

• Respond to vendor inquiries.
• Maintain accounts payable reports, spreadsheets, and corporate accounts payable files.
• Perform other duties as assigned.

Performance Scorecard:

• Timeliness of Processing – 100% of accounts payable transactions processed accurately and within established deadlines.
• Financial Accuracy – Maintain an error rate of less than 2% in financial documentation and reporting.
• Compliance Rate – 100% adherence to FASRG, TEA, and federal financial regulations.
• Audit Readiness – Maintain financial records to ensure a 100% pass rate in internal and external audits.

Job-Related Conditions

• Extended computer time.
• Moderate lifting (15-40 lbs.).
• Repetitive 10-key data entry.