ESSENTIAL FUNCTIONS

1.          Invoicing and Purchase Order Processing

a.  Review vendor invoices, check requests, and employee reimbursement requests for complete documentation, accurate pricing, appropriate account coding, and authorized approval.

b.  Perform three-way matching of purchase orders, receiving documentation, and vendor invoices before payment.

c.  Verify payment terms, discounts, sales-tax treatment, and mathematical accuracy and identify duplicate or potentially improper payments.

d.  Enter and maintain accurate accounts payable transactions in the District financial management system.

2.         Payment Processing and Reconciliation

a.  Prepare and process scheduled check runs, ACH transactions, manual or emergency checks, and other approved disbursements.

b.  Verify payment registers and supporting documentation before releasing payments; distribute payments and remittance information accurately and securely.

c. Process and reconcile assigned purchase card and credit card activity in accordance with District procedures.

d.  Monitor outstanding and stale checks and coordinate follow-up and unclaimed-property reporting in accordance with applicable requirements.

3.         Vendor and Records Management

a.  Create and maintain accurate vendor records, including required tax documentation and payment information, while following established vendor-verification controls.

b.  Collect and review Form W-9 documentation and prepare annual Form 1099 reporting and related records.

c.   Respond to vendor and employee questions and resolve invoice, payment, pricing, delivery, and purchase order discrepancies.

d.   Maintain organized physical and electronic payment records in accordance with the District's records-retention practices.

4.   School and Activity Account Support

a.  Reconcile assigned school activity, food service, petty cash, and other financial records as directed.

b.  Assist building and department staff with purchasing requirements, accounts payable procedures, account coding, and use of the District financial management system.

c.  Provide timely, professional customer service to District employees and vendors while maintaining appropriate approval and internal-control boundaries.

5.   Compliance & Auditing

a. Follow District purchasing procedures, Board policies, internal controls, and applicable state and federal requirements.

b. Prepare accounts payable documentation and reports for monthly processing, fiscal year-end closing, annual audit procedures, and other financial reviews.

c.  Safeguard confidential financial, employee, student, and vendor information.

d.  Identify discrepancies, unusual activity, or control concerns and promptly communicate them to the supervisor.

6. Perform other duties as assigned that are consistent with the responsibilities of the position.