Accounts Payable Clerk

TITLE: Accounts Payable (AP) Clerk

LOCATION: Central Office

The Kansas City Kansas Public Schools (KCKPS) is a nationally recognized urban school district that serves approximately 22000 students and 60 different languages are spoken in the homes of our students. KCKPS is home to Sumner Academy the #6 highest rated High School in the Nation and #1 High School in Kansas according to the US News rankings.

With Head Start/preschools 28 elementary schools 7 middle schools and 5 college and career academies/high schools we are the fifth largest district in the state of Kansas and our student population is approximately 56% Hispanic 24% African American 9% White and 6% Asian. To serve our students the district employs approximately 4000 employees including more than 1800 teachers.

JOB GOAL:

Employee works in a shared services environment and is responsible for coordinating accounts payable functions including professional bookkeeping accounting and administrative work relating to the accounts payable system. Position exercises independent judgment within established district policies and procedures in the processing review and maintenance of accounts payable transactions. Work also involves invoicing assisting in payment applications of the purchasing card program and completing special projects as assigned. The job involves frequent internal and external contacts within defined procedures. Duties include performing accounting and auditing of various expenditures for school district departments.

ESSENTIAL FUNCTIONS:

• Coordinates and manages the accounts payable process utilizing ERP PowerSchool Business Plus accounting software.
• Responsible for the review and audit of invoices and other claims for payment generated by various school district departments.
• Verifies that expenditures follow the policies of the school district for purchasing and travel and ensures that expenditures are recorded against the appropriate accounts and follow generally accepted accounting principles.
• Verifies that adequate budgeted funds are available for payments and coordinates payment timing in accordance with established payment schedules and approval workflows.
• Audits purchases and requests for materials and services.
• Verifies available budget and processes encumbrances in the ERP system in accordance with approved purchasing documentation. Post transactions to journals ledgers and other records. Requires understanding of bookkeeping procedures.
• Reviews detailed semi-monthly expenditures reports for each department prepares adjusting entries as required and audits reports for coding errors and duplicate payments.
• Reconciles vendor statements to district records to ensure completeness accuracy and timely resolution of discrepancies including identification of missing invoices duplicate billings and unapplied credits.
• Identifies process inefficiencies or control concerns and communicates recommendations to the Director for review.
• Produces and prepares the internal reports for the School Board in accordance with statutory requirements using a personal computer to generate data for reports.
• Assists in the preparation of accounts payable reports and supporting documentation for Board of Education review under the direction of the Director.
• Facilitate invoice processing and verification expense coding and drafting of payment checks or vouchers.
• Works with vendors to resolve purchase orders and other discrepancies. Resolve vendor inquiries.
• Other duties as assigned

QUALIFICATIONS:

Associates degree in accounting finance or a related field or equivalent combination of education and relevant accounts payable experience. Accounts payable or governmental accounting experience preferred.

COMMUNICATION / ORGANIZATION:

Speak clearly and concisely in written and oral form.

Maintain communication with all constituents including district staff.

Utilize existing technology effectively in the performance of duties.

Organize work efficiently in order to support the mission and vision of Kansas City Kansas Public Schools.

SYSTEMS & CONFIDENTIALITY:
Maintains appropriate access and confidentiality within PowerSchool BusinessPLUS and related financial systems. Adheres to district data security standards and segregation-of-duties requirements.

REASONING ABILITY:Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

LANGUAGE SKILLS: Ability to read analyze and interpret general business periodicals professional journals technical procedures or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from internal and external sources.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts including but not limited to discounts interest commissions proportions and percentages.

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. While performing the duties of this job the employee is frequently required to sit; use hands to finger handle or feel; reach with hands and arms; talk and hear. Generally the job requires 75% sitting 15% walking and 10% standing. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision distance vision and ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: This job is performed indoors in a generally clean and healthy climate-controlled environment. The noise level is usually quiet.

OTHER SKILLS and ABILITIES: Ability to establish and maintain effective working relationships with all constituents including district staff. Ability to maintain professionalism and respond appropriately in all situations.

TERMS OF EMPLOYMENT: 261 DAYS PER YEAR

RATE OF PAY:Level 8

FLSA STATUS: NON-EXEMPT

REPORT TO: Director of Purchasing

EVALUATION:Performance of this position will be evaluated in accordance with the provisions of the Boards policy.

Applications will be reviewed prior to the closing date for this position.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. The individual holding this position performs additional duties and additional duties may be assigned.

Kansas City Kansas Public Schools is an Equal Opportunity Employer. KCKPSis an equal opportunity employer and shall not discriminate in its employment practices and policies with respect to hiring compensation terms conditions or privileges of employment because of an individuals race color religion sex/gender (to include orientation identity or expression) age disability national origin genetic information or any other basis prohibited by law.

For more information regardingTitleIXplease contact:

District Compliance Coordinator

2010 N. 59thStreet

Kansas City KS 66104