Accounts Payable

ACCOUNTS PAYABLE CLERK

 

SUMMARY OF FUNCTIONS

 

Performs accounts payable function including receiving and matching invoices, account coding, preparation of disbursements and accounts payable related recordkeeping.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

· Receives and processes vendor invoices and internal check requests; maintains open files for purchase orders, packing/receiving slips and matches to invoices.  Verifies invoices for quantity, unit pricing, extensions and application discounts.  Obtains approval from appropriate personnel for payment for miscellaneous invoices.

 

· Codes invoices with account numbers according to distribution in the general ledger; determines dates for invoices to be paid; keys invoices into computerized accounts payable system.  Maintains alphabetical open invoice file for unpaid invoices.

 

· On a weekly basis, reviews invoices scheduled for payment and special check requests with Controller, prints approved checks, prepares and routes for signature according to check signing authority.

 

· Attaches duplicate copy of checks to original invoices, stamps invoices “Paid” and files in permanent records.

 

· Prints, verifies and maintains accounts payable voucher reports, open/aging reports, disbursement reports, and journals.

 

· Receives and answers phone calls from vendors or other departments in regard to payment status of invoices.

 

· Performs other accounting duties as requested by the Controller.

 

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

· Demonstrates Functional Competence – Maximizes effectiveness by ensuring that function and professional skills are continually upgraded and utilized.

· Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully

· Cares for Customers & Partners – Treats internal and external customers and partners with care and respect; seeks to exceed their expectations.

· Initiative – Critically evaluates issues and is able to take action without first being requested to do so.

· Interpersonal/Teamwork skills—the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things; works well with others and takes the appropriate action to minimize conflict.

· Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.

· Demonstrates Personal Leadership – Demonstrates high levels of productivity and quality; acts with integrity; treats co-workers with respect and integrity.

· Quality -- the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.

· Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.

· Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

· Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

ORGANIZATIONAL RELATIONSHIPS

 

Reports directly to the Controller.

 

QUALIFICATIONS

 

· An associate degree; or equivalent from a two-year college or technical school is required. 

· Two (2) or more years of relevant experience.

· Good communication skills and the ability to work well with people is essential.  Familiarity with accounting and spreadsheet applications is required.

 

PHYSICAL DEMANDS

 

Ability to communication orally with customers, management, and other co-workers, both individually and in front of a group is important.  Regular use of the telephone and e-mail for communication is essential.

 

Sitting for periods is common.  Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.

 

No heavy lifting is expected.  Exertion of up to 20 lbs of force occasionally may be required.  Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and fax machines.

 

WORK ENVIRONMENT

 

The job is performed indoors in a traditional office setting.  Activities include extended periods of sitting, occasional fast-paced events, and extensive work at a computer monitor and/or calculator.