Position Type/Title: Non-Union, Business Office Clerk 

Building/Department: Administrative Office/Business Office

Reports to: Director of Finance & Business

 

Purpose:

Processes accounts payable and maintains associated vendor and invoice files for the district.

 

Professional Qualifications

Required:

1. Degree in Accounting/Finance/Business or equivalent experience
2. Knowledge and practical experience regarding basic computer skills, including word processing and spreadsheet applications.
3. Ability to maintain bookkeeping records on computer
4. Ability to work independently and make decisions following established policies and regulations.

Preferred:

1. School Business Office Experience 
2. Knowledge and practical experience beyond basic bookkeeping/accounts payable
3. Experience in school accounting and reporting
4. Experience with budget promotion and control

 

Principal Duties and Responsibilities:

(These duties and responsibilities are judged to be "essential functions" in terms of the Americans with Disabilities Act or ADA)

1. Responsible for all district purchasing through purchase orders and other approved means, which includes maintaining a master record of all purchase orders issued, checking for accuracy,

distributing and filing copies, placing orders, and encumbering on the computer.

1. Maintain a vendor file.
2. Maintain District credit card and fuel card programs
3. Input and process accounts payables checks
4. Maintain vendor files and obtain W-9s
5. Maintain/monitor purchase cards and related activities
6. Maintain supply and equipment catalogs and assist in price information from various sources
7. Coordinate, place, and handle all aspects of district cooperative orders.
8. Pay all district invoices following approval authorization. Pay promptly and maintain the filing system for all paid invoices working toward a paperless office filing system.
9. Prepare and submit monthly food service reports, year-end reports, and summer school reports.
10. Prepare and submit yearly application and agreement forms for food service.
11. Prepare annual bids for food service, food, and supplies.
12. Submit annual license renewal information for food service.
13. Maintain and update food service operating procedures for all buildings.
14. Maintain building renovation and construction files in cooperation with the Business Office Specialist.
15. Process all maintenance bills, requests, and purchase orders.
16. Regular and reliable attendance is an essential job duty.
17. Ability to understand payroll and willingness to cross-train
18. Special projects, as requested
19. May assist/support with various components of the budget
20. Represent the school district in a positive manner
21. Know and follow school district policy and chain of command
22. Regular & reliable attendance
23. All other duties as assigned

 

Supervisory Responsibilities: 

None.

 

Qualification Requirements: 

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Language Skills:

Ability to read and interpret documents such as safety rules and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups.

 

Mathematical  Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

 

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving concrete variables in standardized situations.

 

Other Skills & Abilities:

Ability to operate a personal computer with database, spreadsheet, and word processing applications. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

 

Physical Demands:

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. 

 

While performing the duties of this job, the employee is regularly required to sit, talk, hear and operate a computer.. The employee is occasionally required to stand; walk; and reach with hands and arms. The employee must occasionally lift and or move up to 10 pounds, such as account reports. Specific vision abilities required by this job include close vision and depth perception.

 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The noise level in this environment is usually quiet. Position usually demands meeting deadlines with severe time constraints.

 

Terms of Employment:  Salaried, non-exempt. 12-month position, 260 days.  8 hours per day, 30 minutes, unpaid lunch. 8:00 AM-4:30. PM Salary, terms, and other conditions of employment established by the Board of Education.