Accounts Payable Clerk

Job category: Paraprofessional
Exemption Status/Test: Non Exempt
Reports to: Accounts Payable Supervisor
Date Revised: June 26, 2017
Dept./School: Finance

Primary purpose

Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to standard accounting procedures.



High school diploma or GED


One (1) year experience or college work in accounting-related subjects

Special knowledge/skills

Knowledge of bookkeeping principles and practices

Ability to use software to develop spreadsheets and do word processing

Proficient in keyboarding, 10-key numerical data entry, and file maintenance

Ability to work with numbers in an accurate and rapid manner to meet established deadlines

Major responsibilities and duties


  • Receive and process for timely payment all accounts payable invoices, check requests, purchase orders, receipts, and vendor information.  Verify invoices and purchase orders to ensure completeness and accuracy prior to payment.
  • Detect and resolve problems with incorrect orders, invoices, and shipments as needed.

Data Entry

  • Input data into accounting system.

Records and Reports

  • Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
  • Compile, maintain, and file all reports, records, and other documents as required.
  • Maintain vendor files and set up new accounts and make changes as they occur. 
  • Work with staff and vendors regarding accounts payable issues.
  • Receive incoming calls, answer questions, and direct calls to the proper party.

 Supervisory Responsibilities:

  •   None.

Mental demands/physical demands/environmental factors

Tools/Equipment Used: 
Standard office equipment including personal computer and peripherals
Occasional bending/stooping, pushing/pulling, and twisting
Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Occasional light lifting and carrying (less than 15 pounds)
May work prolonged or irregular hours
Mental Demands: 
Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.