Disbursement Clerk

Warren City Schools

Posted on : 17-05-2025

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1 Vacancy

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Job Location

Warren, RI - USA

Monthly Salary

Not Disclosed

Salary Not Disclosed

Vacancy

1 Vacancy

Posted on : 17-05-2025

Job Description

Position Type:
Secretarial/Clerical/Accounts PayableDisbursement Clerk

Date Posted:
5/15/2025

Location:
Administration Building

Date Available:
To Be Determined

Closing Date:
5/21/25 or until filled.

MINIMUM QUALIFICATIONS:

High School Graduate or equivalent.
Knowledge of and ability to demonstrate basic businessrelated skills including commercial mathematics.
Knowledge of State accounting and USAS software.
Computer literate with ability to successfully work with all District operating systems including but not limited to various Microsoft applications such as Word Excel and Publisher.
Training and experience in accounting or bookkeeping and a system of debits and credits.
Ability to organize and prioritize tasks in order to effectively work within timeline.
Clerical experience beyond minimum required.
Ability to perform duties requiring strictest confidentiality including the use of discretion with regard to personnel and other District matters.
Professional communication skills in dealing with employees and outside agencies and departments as well as the ability to work cooperatively with other personnel.
Willing to crosstrain with other positions.

ADDITIONAL PREFERED QUALIFICATIONS:

Bachelor Degree Associate degree or academic hours completed beyond high school
Experience gained in any unit of the school system especially in Treasurers office.

SUPERVISION RECEIVED:
Explicit oral and written instructions received from Supervisor or designee for carrying out the operations to be performed.

DUTIES:

Manages organizes and processes the complete accounts payable function of the District.
Schedule personal leave time (vacation personal etc.) around month end and year end fiscal closing deadlines.
Forwards invoices to departments for approval prior to payment.
Reviews and verifies necessary payment information prior to processing accounts payable checks for all funds.
Prepares and uploads files into EVendor Audit system after every check run to check for duplicate payments suspicious activity etc. Resolves any issues discovered via the check upload into EVendor Audit.
Troubleshoots issues with vendor customer service representative if necessary.
Prepares and uploads check run file via banking website for check positive pay fraud prevention.
Prepares and prints accounts payable checks for all funds utilizing USAS and CreateaCheck laser check printing program.
Troubleshoots accounts payable processing errors with NEOMIN.
Troubleshoots accounts payable printing with the laser check vendor.
Advises and/or trains other departments and secretaries on proper payment requirements and procedures.
Mails accounts payable checks to proper vendor.
Enters all new vendor information into USAS. Reviews that all information required is obtained and reasonable including but not limited to 1099 information and EIN numbers.
Reviews IRS regulations on a yearly basis concerning 1099 processing and vendors that are required to have a 1099 at year end.
Processes and reviews 1099s at end of each calendar year to insure necessary vendors receive 1099s and the correctness of those amounts reported.
Reviews District Pcard statements and accumulates necessary documentation from departments to support the monthly debit to the District operating account.
Prepares the necessary Then & Now statements for yearly audit purposes.
Answers and prepares vendor requests for Ohio Blanket Certificates of Exemption.
Reviews and prioritizes the processing of payments to insure that any applicable discounts for prompt payment are utilized.
Processes severance payments for those employees required to have a mandatory 403B distribution.
Initiates ebilling accounts with vendors to expedite payments.
Reviews and processes legal paperwork pertaining to monetary settlements or insurance deductibles within the agreed upon timeline in the documents.
Researches and assists Report Clerk in correcting posting errors on the general ledger.
Researches check issues and voids checks as necessary. Issues stop payments via the banking website. Reissues checks if necessary and collaborates with Report Clerk to communicate new replacement check information.
Answers all questions concerning accounts payable from other divisions school buildings and vendors. Communication may be via web email telephone. Works with departments and/or vendors to meet deadlines or resolve discrepancies. Prepares checks in emergency situations.
Prints all accounts payable reports and maintains all accounts payable files including but not limited to master vendor file W0 forms 1099 forms and spreadsheets.
Processes and posts manual checks and maintains the manual check file.
Prepares analysis of vendor account statements (review statements) when account discrepancies exist.
Audits employee travel expense reports double checking calculations and ensuring proper supporting documentation is attached.
Monitors accounts payable to ensure that payments are up to date.
Assists in monthly and year end closing.
Responsible for running and uploading expenditure file to the website when the District joins the Ohio Treasurer Transparency project.
Cross trains with any or all other positions in the Treasurers office (in accordance with the Warren Secretarial Association operating agreement).
Abide by the rules regulations policies and procedures of the Warren City School District Board of Education.
Perform other relevant duties as may be assigned by Superintendent/CEO Treasurer and/or his/her designee.

SALARY:Salary Table E Pay Range VI Salary Range: As per negotiated contract.

CONTRACT: 260262 Days (52 Week); 7.5 hours per day 37.5 hours per week.

Employment upon verification of BCI & FBI background checks and all other preemployment requirements are met.

PROCEDURE FOR MAKING APPLICATION:

Current Warren City School Staff: Please send cover letter and resume to the Warren City School District Office of Human Resources Attention: Debbie Ball 105 High Street N.E. Warren OH 44481 or via email at by closing date indicated above.

External Candidates: Please apply using AppliTrack system through the link attached to this posting or by visiting the Warren City School District website at .org under Quick Links click on Job Opportunities then Apply next to Job ID 672 or Start an application for employment. Once your application is complete and submitted you will receive a confirmation number/message.

Warren City Schoolsuses the AppliTrack system from Frontline Technologies to manage employment applications online.

Employment Type

Full Time

Company Industry

Key Skills

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About Company

Warren City Schools

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Disbursement Clerk

Warren City Schools

Job Description

Employment Type

Company Industry

Key Skills

About Company

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