Description

The Accounts Payable/Payroll Clerk is responsible for timely payment of invoices and credit cards, compliance with district policies and school district funding regulations, and proper documentation of all accounts payable and credit card transactions.This position ensures compliance with Washington State laws, collective bargaining agreements and applicable federal and state regulations, while supporting district goals through effective systems, controls, and customer service.

 Additionally, this position supports the Payroll Specialist with basic payroll functions such as processing timecards and filing.  

Essential Job Functions and Responsibilities:

• Review, verify, and process invoices for payment in accordance with district policies and procedures 
• Collaborate with school sites and departments regarding purchase orders and payment status; serve as subject matter expert for Accounts Payable and credit cards and disseminate information and provide training as needed
• Match purchase orders and invoices for accuracy 
• Ensure proper coding of expenses to appropriate budget accounts 
• Prepare and process check runs and electronic payments 
• Maintain vendor files, including W-9 forms and contact information 
• Respond to vendor inquiries and resolve discrepancies in a timely manner 
• Process annual 1099 forms in compliance with IRS regulations 
• Report and remit use tax monthly to the Department of Revenue 
• Reconcile district credit card statements and ensure proper documentation and approval of transactions 
• Review and process payroll timecards
• Assist with year-end closing processes  
• Maintain accurate and organized financial records for auditing purposes 
• Lead Accounts Payable audits and respond to internal and external audit requests and provide requested documentation
• Develop and maintain internal controls, procedures, and documentation related to Accounts Payable and credit cards
• Recommend policy and procedures as applicable to position
• Ensure compliance with state, federal, and district financial regulations 
• Promote professional growth and high-quality customer service
• Collaborate closely with the Building Secretaries and the Finance Department
• Liaison between the District and copy machine vendor(s).  Manage copy machine contract renewals 
• Prepare Payroll files and assist the Payroll Specialist with basic payroll duties 
• Prepare and process journal entries
• Maintain/archive files for Accounts Payable, Payroll Specialist, and Chief Financial Officer as needed
• Other duties as assigned
• As needed, serve as backup for:  
  Cash receipting and bank deposits
  Purchase office supplies for the District Office
  Prepare purchase orders
  Reconcile district bank statements
  District Office receptionist 

Requirements

Education & Experience:

• High school diploma or equivalent required 
• 1–3 years of accounts payable or general accounting experience, preferably in a public sector or school district 

Knowledge, Skills, and Abilities:

• Knowledge of basic accounting principles and practices 
• Familiarity with school district accounting preferred
• Ability to interpret and apply the Accounting Manual for Public School Districts to District work
• Understanding of 1099 reporting requirements and sales/use tax regulations 
• Strong attention to detail and accuracy 
• Ability to appropriately handle confidential information 
• Proficiency in Skyward or Qmlativ systems, Google Workspace, and Microsoft Office (especially Excel)
• Proficiency using a numeric keypad
• Ability to work independently with minimal supervision
• Exceptional communication and customer service skills 
• Demonstrated ability to organize and prioritize workload to meet ongoing, frequent deadlines
• Strong analytical, organizational, and problem-solving skills
• Ability to interpret applicable sections of collective bargaining agreements

Working Conditions & Physical Requirements:

• Office environment within a school district administrative building 
• Regular interaction with staff, vendors, and auditors 
• Ability to sit for extended periods 
• Occasional lifting of files or office materials (up to 20 lbs) 
• Frequent use of computer and standard office equipment