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Accounts Payable Technician (Bond Projects)

Education: Must possess a secondary (i.e., high school) school diploma, or its equivalent (GED). Completion of nine (9) semester or fifteen (15) quarter units of college level courses in basic accounting, bookkeeping, or business administration is required. Possession of an Associate (AA) degree or education beyond an AA degree is highly desirable. 

Experience: Two (2) years of full-time experience in one or more of the following areas, general accounting, or accounts payable. 

Job Summary

**This is a bond funded position. The length of the assignment is dependent on funding availability.** Location: District Service Center Hours/Day: 8 hours/day Days/Week: 5 days/week Months/Year: 12 months/year 

Under general supervision of the Director of Maintenance, Operations, Transportation and Facilities or designee, maintains ledgers for one or more projects, activities or appropriation; performs basic routine bookkeeping operations; prepares trail balances and performs related clerical duties demanding accuracy in maintaining and verifying records as well as compiling data and tabulating reports.

DISTINGUISHING CHARACTERISTICS: This is an entry-level position within the Accounting Occupational Series. Positions in this class may be assigned responsibility for performing general accounts payable duties within the Business Services Division to maintain books of account and other financial records. Performs the day-to-day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up-to-date, and accurate manner. Employees normally receive assignments in general terms and work under direct supervision from accounting personnel. Since procedures are generally well established, employees are expected to learn their duties quickly and to work without close supervision in a relatively short period of time. Employees in this class work within established procedures but exercise limited judgment in handling individual situations, establishing methods and determining work priorities within existing departmental guidelines. 

Essential duties and responsibilities of positions in this class include but are not limited to: Performs accounts payable functions by matching purchase orders to invoices and entering the invoices into the applicable software according to department policies, procedures and deadlines Identifies errors or discrepancies and timely resolves them before processing; 2/10/23, 5:31 PM Pasadena Unified School District - Class Specification Bulletin Prepares and processes invoices and other financial documents manually or by using specialized automated software Prepares checks, including Automated Clearing House (ACH) transactions and web payments, and backup documentation Performs a variety of financial record-keeping and reporting duties Prepares batches of invoices for data entry Manages the weekly check run Prepares vendor checks for mailing Maintains updated vendor files and file numbers Reports sales/use taxes by calculating requirements on paid invoices Researches and resolves any outstanding balances on accounts and communicates with vendors in a timely manner Processes and reviews accounting postings Compares amount of payment with amount due in order to process and pay the correct amount of the invoice Posts invoice payment into the District's financial management software system Reviews invoice discrepancies in pricing, calculations, and taxes Ensures expenditure authorizations are signed Verifies balances and adjusts accounting records as necessary Ensures payments are posted in timely manner Responds to inquiries from external vendors regarding the status of invoice payments Assists in the establishment of forms and procedures Accurately maintains financial records Sorts incoming mail or packages into categories requiring a variety of handling, routing or filing procedures Prepares materials for mailing Provides exceptional customer service to internal and external customers Ensures department services are provided with the highest customer service and ethical standards Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner Performs other related duties as required