Accounts Payable Clerk (Finance)

JOB DESCRIPTION

Job Summary : This position is responsible for providing administrative support in areas relating to accounts payable to the business office. Responsibilities w ill include a variety of tasks that are assigned by the business office administrators.

Essential Functions :

• Responsible for all processes associated with the Accounts Payable process.
• Verify the accuracy of all invoices received in the Business Office against "Receiving Slip" of purchase order and receipts attached to Request for Payments.
• Ensure that all Purchase Orders and Request for Payments have the proper approvals before processing payments.
• Enter all invoices to be paid into the financial software and verify batch entry prior to posting.
• Print all Accounts Payable checks. Maintain check stock and ensure sufficient quantities are on-hand to meet check processing needs.
• Maintain files on all encumbrances and invoices to be paid weekly and monthly.
• Maintain computerized records of all payable expenditures, a check register of all check numbers, account codes and check totals. Maintain a void check log.
• Maintain monthly register of all disbursements by period and all checks for payment by check number.
• Maintain all Accounts Payable records and files in accordance with records retention policy.
• Work with the Accounting Manager to investigate and resolve checks outstanding.
• Prepare journal entries to allocate payments to appropriate cost centers.
• Provide exemplary customer service in interactions with vendors.
• Regularly review vendor statements for outstanding invoices and investigate the validity of such. Follow up with IU staff as well as vendor in order to rectify and clear the statement.
• Maintain IRS Form W-9 files electronically in the financial system.
• Substitute for the Financial Assistant in his/her absence.
• Assist purchasing department with data entry into financial system, request and file W-9 tax information from vendors, and other duties to support purchasing operations.

Other Duties : This position description does not express nor does it imply that these are the only duties to be performed by the incumbent(s) in this position. The employee(s) will be required to follow any other job-related instructions and perform other job-related duties requested by their supervisor.

Supervisory Responsibility: N/A

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this Job, the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods, and to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.

Travel: Limited travel