Belgrade Public Schools Belgrade Public Schools - Accounts Payable 2018-2019-76 in Belgrade, Montana

* Screening of applications will begin November 16 and will remain open until filled *

Title: Accounts Payable Clerk

Reports to: Director of Fiscal Services

School/Building: Administration

Status: Hourly Overtime eligible

Shift: 8:00 - 4:30 Monday through Friday

1.0 FTE

Hourly Wage: $14.74 to $16.11 DOE


To complete the detail and written work and to coordinate matters of the business office by ensuring effective, efficient and accurate financial operations.

Essential Job Duties

Performs the day-to-day processing of accounts payable transactions to ensure that finances are maintained in an effective, up to date and accurate.

Able to process and enter approximately 50-150 invoices per week.

Pay vendors, monitor discount opportunities, verify federal id numbers, prepare checks, resolve invoice or payment discrepancies; ensure credit is received and applied, issue stop-payments and void checks.

Debits, credits, and totals accounts in computer databases and spreadsheets using specialized accounting software.

Verifies transactions comply with federal, state, and district’s policies, procedures, and regulations.

Checks figures, postings, and documents for correct entry, mathematical accuracy, and proper coding.

Operates computers and works with database system to record, store, and analyze information.

Prepare reports as requested.

Processes and maintains printout on final invoice edit report (bills list), check register history, encumbrance and accounts payable update list.

Provides School Board an invoice batch report for monthly board meetings.

Enters vendor W-9’s on new and current vendors.

1099 reporting yearly.

Provides administrative support by maintaining a filing system for all financial documents and ensuring the confidentiality and security of all financial files.

Assists staff with questions and problems involving invoicing and payments by telephone, in written form, e-mail or in person.

Assists external auditors as required.

Manages district vehicle registration and licenses.

Operates 10-key calculators, computers and copy machines to perform calculations and produce documents.

Provide support and backup for Purchasing Coordinator.

Performs other related duties as may be assigned by the Director of Fiscal Services.

Knowledge Skills Abilities

Knowledge of general accounting principles, regulatory standards, compliance requirements and internal control procedures.

Knowledge and ability to analyze situations to define issues and draw conclusions.

Knowledge and ability to perform computer operation/skills.

Knowledge of the concepts of grammar and punctuation.

Advanced knowledge of Windows software programs, Word, Outlook, Excel, etc.

Working knowledge of school systems.

Knowledge of safety practices and procedures.

Knowledge of modern office practices, procedures and equipment.

Knowledge of bookkeeping, accounting, cash handling, and record keeping practices and procedures.

Knowledge to analyze situations to define issues and draw conclusions.

Ability to operate computerized accounting and spreadsheet programs.

Ability to perform duties with a high degree of accuracy, attention to detail and confidentiality.

Advanced ability and skill in performing data entry functions.

Ability to understand and carry out complex oral and written instructions.

Ability to read, write and speak English fluently.

Ability to make sound decisions and recommend changes.

Ability to use proper and professional business telephone etiquette.

Ability to effectively troubleshoot and streamline procedures for efficiency.

Ability to independently prioritize work and adjust time schedule.

Ability to be flexible to work with others in a wide variety of circumstances.

Ability to operate standard office equipment and job related equipment.

Ability to effectively problem solve to identify issues, interpret data and implement Action-plans.

Ability to make sound decisions.

Ability to effectively communicate with diverse groups, vendors, students, parents, staff and establish and maintain effective relationships.

Ability to maintain confidentiality and use discretion related to employment and student matters.

Ability to set priorities, work as part of a team and work with and manage frequent interruptions.

Ability to establish and maintain cooperative and effective working relationships with students, vendors, the public, and staff members.

Ability to perform duties with minimal supervision.

Ability to perform duties with awareness of all District requirements and Board policies.

Ability to set priorities, work as part of a team and work with and manage frequent interruptions.

Skill in operating a 10-key and computer system to perform accounting procedures.

Skill in adhering to safety practices.

Required Qualifications

Substantial experience working in accounting and/or any combination of training, education and experience related to an accounts payable position.

Experience working with computers (MS Office), databases and/or accounting software.

Preferred Qualifications

4-5 years of accounting experience.

Successful experience working in Accounts Payable in a K-12 school environment.

Necessary special requirements:

Montana Driver’s license or the ability to obtain license within three months of hire date.


Computers, 10-key, phone systems and general office equipment.

Physical and Mental Demands and Work Hazards

Performs routine work.

Regularly works inside with minimal temperature variations.

Ability to meet deadlines with severe time constraints.

The noise level in the work environment is usually quiet to moderate.

Regularly spend long hours sitting and using office equipment and computers and regularly required to walk and stand.

Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

Carrying, pushing, and/or pulling; climbing and balancing; stooping, kneeling, crouching, and/or crawling.

Significant fine finger dexterity.

Frequently involved in social interactions which require oral and written communications and ability to hear conversations in quiet to moderate environments.

May be required to lift or carry up to 10 pounds on an occasional basis with or without an accommodation.

Guidance and reinforcement are usually available.

The employee frequently works within time constraints and must maintain attentiveness intensity.

Exercises flexibility and the ability to shift from one task to another.

Occasional travel/mobility between schools, or between schools and the Administration office, may be required.

Effective hearing and speech abilities.

Work area is generally a hazard free environment.

Demonstrates regular attendance performing duties as described.

Reports to work fit for duty with characteristics inherent to the position.

The duties, physical demands, work-environment characteristics, and mental/motor demands described within this vacancy announcement are representative of those that must be met by an employee to successfully perform the essential functions of this job with compliance with the American with Disabilities Act Amendment Act (ADAAA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.