Accounts Payable Clerk - 2026-2027

Title: Accounts Payable Clerk
Department: Business Services
Reports To: Coordinator
Compensation: CIS 306
Days · 226 · Revised: 11/03/2026

PRIMARY PURPOSE:

Assists the accounts payable department staff and department / campus staff in the efficient and accurate operation of the office transactions.

MINIMUM QUALIFICATIONS

Education and Certification Requirements

• High school graduate or GED equivalent
• Candidate must have satisfactory outcome of fingerprinting background check

Special Knowledge and Skills

• A working knowledge of bookkeeping procedures
• Knowledge of basic accounting procedures
• Proficiency in typing, keyboarding, and file maintenance
• Ability to use personal computer and software to create spreadsheets, databases, and do word processing
• Requires a high degree of accuracy in the processing of disbursements
• Ability to use calculator (10-key by touch)
• Ability to work with numbers in accurate and rapid manner
• Must be detail oriented but also be able to work in a fast-paced environment
• Ability to communicate effectively
• Ability to meet established deadlines
• Requires the ability to work in a fast-paced environment
• Must be able to multitask while working in an environment with multiple interruptions

Experience:

• Minimum of one (1) year of accounting experience at clerical level

MAJOR RESPONSIBILITIES AND DUTIES:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

• Processes disbursements to vendors based on invoices, purchase orders and receiving documents
• Prepares all remittance information to be mailed with the checks
• Maintain vendor files in alphabetical order with all unpaid purchase orders being current as required for audit
• Communicates with vendors in reference to purchase orders and invoices to ensure accurate payment to all vendors
• Communicates with all campuses and departments to ensure timely and accurate payment to all vendors
• Checks purchase order codes prior to payment and posting expenditures in the financial accounting system
• Assists district staff and vendors in answering questions about items ordered, budget codes, policy and procedures
• Maintains accurate accounting files and performs summer updates of the accounting system
• Communicates with the accountants for stop payments and check status periodically
• Processes invoices for direct pay payments
• Assigns vendor numbers to manual entries
• Assists the department in posting deposits, cash receipts, journal entries and budget transfers
• Assists the Accounts Payable Coordinator in preparing journal entries, cash receipts and budget amendments
• Responsible for training end users / new employees
• Prepares training information for staff meetings with the end users of the financial system
• Assist the Accounts Payable Coordinator with yearly audits while the audit firm is on and off site
• Process duties in the absence of the Accounts Payable Coordinator
• Knowledge of the Texas Education Agency Financial Accountability System Resource Guide
• Performs summer updates of accounts payable documents and prepares financial documents for secure holding at Safesite
• Scan all department documentation into the Docuware system
• Must complete designated district technology proficiencies each year
• Ability to use personal computer to access district programs, emails, and other resources
• Maintain a consistent professional demeanor and appearance
• Ensure compliance with the Texas Educator’s Code of Ethics
• Daily attendance and punctuality at work are essential functions of the job

Supervisory Responsibilities:

N/A

Equipment Used:

• Office equipment – personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position
• Docuware applications

Mental Demands:

• Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute
• Work with frequent interruptions and maintain emotional control under stress

Physical Demands:

• Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling
• Occasional: Lifting, moderate, 15-44 pounds

Environmental Factors:

• Frequent exposure to temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration
• Occasional exposure to biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.)
• Work alone, work prolonged or irregular hours

Nondiscrimination Statement:

The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.