Accounts Payable Clerk

BASIC PURPOSE:

Under the guidance of the agency’s CFO, this position functions as a member of the Finance department team and performs accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions.

WORKING RELATIONSHIPS:

Internal Relationships: Members of the finance department and agency co-workers

External Relationships: Creditors, vendors and banks

ESSENTIAL DUTIES AND RESPONSIBILITIES:

▪ Prepare coding for all accounts payable invoices

▪ Maintain vendor accounts

▪ Perform data entry tasks to enter and verify payment information from which the checks will be prepared.

▪ Enter expenses and review for accuracy.

▪ Sort and distribute all documents as necessary, insure all requests have been authorized by the appropriate authorities and maintain an accurate file of the disbursements.

▪ Perform weekly check disbursement run for A/P and expense claims.

▪ Reconcile accounts payable activity between vendor statements and invoices.

▪ Answer vendor inquiries via written correspondence and phone conversations to resolve discrepancies.

▪ Monitor status of uncleared A/P checks.

▪ Monitor utilities for usage.

▪ Maintain agency cell phone program.

▪ Filing of A/P records.

▪ Prepare A/P 1099 information for annual reporting

▪ Manage the dental/orthodontic disbursements for the agency’s self-insured dental plan.

▪ Point of contact for internet accounts, utility accounts, and copiers.

▪ Must be reliable, extremely trustworthy and possess excellent organization skills

▪ Regular attendance

▪ Other duties and special projects as assigned.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

QUALIFICATIONS:

▪ High school diploma with one or two years of post high school training in fundamental accounting principles.

▪ One plus year(s) experience of accounts payable processing and cash disbursement processing.

▪ One-year or 15 credible college units and 9 in a related accounting field.

SKILLS:

Typing – 45wpm (by touch)

10 Key – 160 kpm (by touch)

Copier

Facsimile

Skilled in computers; Excel spreadsheet, Microsoft Word and knowledge of any software accounting system.

TRANSPORTATION:

Use of your personal vehicle is necessary for Youth For Change business. You will be responsible for keeping a mileage record and submitting it to your supervisor for reimbursement. Proof of current liability insurance on your personal vehicle must be provided at time of employment and when it expires. Personal vehicle insurance is the primary coverage in case you are in an accident in your vehicle while on business for YFC. Since you will be transporting children in your vehicle, it must be well maintained.

LANGUAGE ABILITY:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and in small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed, but uninvolved written and/or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS:

This below list displays the approximate percentage of time you may be performing the following physical demands on a daily basis:

The following lists physical demands an employee will perform on a regular basis:

Sitting

Walking

Viewing a computer monitor

Typing/Keyboarding

Handwriting

Calculator/10-Key

On the phone

Talk or hear

100% of Account Payable duties are performed inside with climate control.

This position requires being able to work at close vision (clear vision at 20 inches or less).

The typical noise level in the work environment of this position is of moderate notice (examples: business office with computers, printers and light traffic.)

WORK ENVIRONMENT – SOCIAL

Employee shall work in a non-hostile work environment. This is, the employee is expected not to engage in any activity that unreasonably interferes with performance of any other employee, such as sexual harassment, unlawful discrimination or any other behavior unduly demeans or intimidates another employee.

As an essential function of this position, the employee must be able to handle levels of stress satisfactorily and be congenial with other employees, clients and vendors at all times.

PRE-EMPLOYMENT REQUIREMENT

Any offer of employment is contingent upon taking and passing a health screening /TB test (within the first 7-days from date of hire). The examination assesses a candidate’s ability to meet the physical demands of the position with or without accommodation in accordance with applicable statutes for applicants with disabilities. Any offer of employment is also contingent upon taking and successfully passing a criminal background investigation (fingerprinting/live scan); the guidelines set forth by the Department of Justice in accordance with being connected to an agency whose clients are children. Any offer of employment is also contingent upon having a clean DMV record and providing said record.

Applicants who refuse to submit to testing or who do not pass all tests or provide required documents, will not be hired or retained in employment.