Job Title: Accounts Payable/Human Resources Specialist          Exemption Status/Test: Nonexempt

Reports to: Executive Director of Business Services                 Date Revised: 10/14/2024

Dept./School: Administration Building 

Primary Purpose:

Work independently to assist the administration, business office, and human resources of the district. Responsible for a range of general accounts payable tasks, expense reporting, travel, IRS 1099’s, sales tax, vendor payments and collecting funds.  Create a welcoming environment for all district staff and visitors. Ensure that all employees meet state certification requirements, supporting onboarding of new employees, process substitute applications and maintain the computerized substitute caller system. Ensure complete criminal history and fingerprinting processes for the district.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of basic accounting procedures and human resources processes 

Ability to understand and follow detailed written and verbal instructions

Proficient keyboarding and file maintenance skills 

Ability to use software to develop spreadsheets, databases, and do word processing 

Ability to maintain accurate and auditable records  

Ability to perform a variety of tasks often changing assignment on short notice 

Effective organizational, communication, and interpersonal skills

Experience:

5 years of clerical experience in office setting

Experience in the Accounts Payable and Human Resources field preferred 

Major Responsibilities and Duties:

• Greet visitors professionally and appropriately and ascertain the nature of business.
• Provide accounting work necessary to insure accounts payable are processed in a timely and efficient manner in accordance with District policy and accepted accounting practices. 
• Resolve invoices and purchase order receipt discrepancies with staff and campuses. 
• Ensure invoices, purchase orders and other documents are coded to correct budget and budget code. 
• Review and reconcile all invoices for appropriate documentation and approval prior to payment. 
• Review, make corrections and reconcile expense reports, travel and hotel paperwork. 
• Provide technical assistance to employees and vendors related to accounts, invoices and payments. 
• Support employees and vendors with related paperwork, invoices, account balances and payments. 
• Maintain, correct, reconcile and monitor accounts payable aging report to ensure timely payments. 
• Prepare and process weekly payments (checks, wires, ACH and credit cards). 
• Monitor any sales tax eligible items and process payments as required by the State of Texas. 
• Provide collection service for district overcharges/overpayments from hotels.
• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Assist applicants to complete applications and required paperwork.
• Receive and process recommendations for hire and verify completeness of files.
• Ensure all candidates for employment are cleared through the criminal history background check, fingerprinting, and TEA Do Not Hire Registry.  
• Process all substitute applications and maintain accurate records of employee absences and days worked for substitutes and provide information for payroll.
• Complete daily operation of the automated substitute caller system. 
• Prepare materials for the Board of Trustees for new hires as necessary.
• Assist with the organization and accuracy of professional job descriptions. 
• Maintain confidentiality.

 

Records and Reports 

• Assist with compilation, reconciliation and recording of data for fixed assets. 
• Maintain account payable files and related documentation in accordance with district policy and accepted accounting practices. 
• Prepare files & reports needed for annual audit

Other

• Serve as the primary point of contact for all vendors. 
• Provide technical assistance as needed to payroll processing. 
• Perform other duties as assigned. 

Supervisory Responsibilities: None 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Multi-line phone system; standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: 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 responsibilities and duties that may be assigned or skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.