Payments Clerk

(Formerly: Clerk-Typist II)

NATURE AND SCOPE OF WORK

A Payments Clerk performs vendor payment services for the district and provides general resource services to finance technical and management staff.

The work includes providing payment services to schools, departments and suppliers; utilizing software to review a variety of payment and vendor transactions; achieving ensuring accuracy in preparing large volumes of payments; resolving problems between the District and vendors; prioritizing and coordinating tasks with other team members; explaining a variety of issues in a straightforward manner and providing secretarial services.

Work is conducted under the direction of Senior Accounting Technician and Management. Independent decision-making occurs within defined parameters.

TYPICAL RESPONSIBILITIES

Reviews and approves invoices for payment, including verifying receipt of goods has been acknowledged as invoiced, matching prices and terms with purchase orders, checking that account coding is appropriate, confirming approval of an authorized person is present, and authenticating that duplicate or overpayment is not being made.

Resolves issues relating to payment transactions by reviewing information utilizing software and document files.

Resolves problems between vendors and users.

Communicates information in to vendors and users to facilitate payments processing.

Reviews data entered by support staff, including making corrections or ensuring corrections are made.

Supports payments software users in schools and departments by providing telephone help.

Types, collates, indexes, organizes and files a variety of reports and correspondence utilizing a computer and software applications including word processing, desktop publishing and spreadsheets.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of and ability to accomplish tasks on personal and networked computer systems used in the district finance function for payment processing, financial transaction accounting, word processing, desktop publishing and spreadsheets.

Knowledge of the basic methods, practices, principles and controls involved in payment processing and financial transaction accounting.

Knowledge of accounting as it relates to payment processing.

Interpersonal, communication, customer service and teamwork skills to deal with vendors and employees at all levels.

Knowledge of business English and demonstrated ability in verbal and written communication skills, including grammar, spelling, punctuation and the terminology of purchase terms of payment, payment processing and financial transactions.

Knowledge of applicable district and department policies, regulations and practices which govern activities.

Ability to operate general office equipment.

Ability to operate a computer keyboard including numeric keypad.

Ability to apply the District's Records Classification System.

Ability to self-organize, prioritize, work within deadlines, and coordinate tasks with other unit employees.

Ability to exercise independence and judgement in performing duties of the position.

Ability to provide procedural advice and guidance to clerical personnel.

Ability to solve problems related to the work.

TRAINING AND EXPERIENCE

Completion of grade 12, plus additional post secondary courses in Office Practices, including Basic Accounting and software utilization.

One year related office experience or an equivalent combination of training and experience

LICENCES, CERTIFICATES AND REGISTRATIONS

None