Accounts Payable Clerk supports the day-to-day operational activities of an accounts payable department. Reviews purchase orders, statements, and invoices to verify amounts owed. Being an Accounts Payable Clerk records and processes payments for vendor invoices in accordance with internal accounting policies and oversees payment schedules. Maintains and reconciles accounts payable ledger to validate charges and ensure accurate and timely payments. Additionally, Accounts Payable Clerk responds to vendor inquiries and assists with the research of any discrepancies in billings and payments. May utilize accounting software and systems to manage invoices and payments. Requires a high school diploma. Typically reports to a supervisor. The Accounts Payable Clerk works under moderate supervision. Gaining or has attained full proficiency in a specific area of discipline. To be an Accounts Payable Clerk typically requires 1-3 years of related experience. (Copyright 2024 Salary.com)
PURPOSE:
The Accounts Payable (A/P) Clerk is primarily responsible for the completion of A/P input with correct account codes into financial system software, including inbound documentation control and data entry into the financial system. This position is also directly responsible for supporting data entry and related duties in disbursing non-payroll accounts payable to individuals, suppliers, corporations, and other entities.
EDUCATION & EXPERIENCE
At a minimum an Associate’s degree in Accounting, Finance or Business Administration, or related field, and one to two years of experience, or equivalent combination.
Preferred: Experience in working in governmental accounting/public.
REQUIRED KNOWLEDGE AND SKILLS:
· Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Calculate, transmit and review all funds and data pertaining to 401K
· Competent in basic algebra
· Direct experience in an A/P capacity
· Ability to read and interpret documents such as operating and maintenance instructions, safety rules, and procedure manuals
PHYSICAL ACTIVITIES
· Sitting, talking, listening, or walking for extended periods of time.
· Regular mental and visual attention with normal hand-eye coordination required.
· Occasional handling of average-weight objects with the ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
· The majority of work is performed in a normal office environment with little exposure to excessive noise, dust temperature, etc.
· While performing the duties of this job, the employee is regularly required to sit and operate a personal computer or calculator for long periods of time.
· Required to use hands and arms to operate other office machines.
· Ability to communicate via telephone and/or in person with employees, vendors and citizens.
SUPERVISION:
Under the direct supervision of the Director of Finance. This person will not oversee and direct other employees.
DESCRIPTION OF WORK:
· Collaborate with Accountant and Director of Finance to maintain general A/P performance levels
· A/P logging responsibilities, including inbound documentation control and related required data entry to the financial system
· Obtain approval for disbursements and ensure that expenditures do not exceed available budgets
· Audits purchase requests for materials, supplies, equipment, and other collateral; verifies at orders are charged to the proper accounts
· Post and reconcile City payments to general ledgers, ensuring the accuracy of account codes
· Review bills to the City for potential errors and/or discrepancies
· Maintain proper backup files for research and reference
· Investigate and resolve billing discrepancies or misapplied cash transactions
· Balance daily A/P batches; prepare and distribute payment reports and statistics to key personnel
· Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its business partners
· Investigate payment problems while following corporate A/P policies and procedures
· Assist in other duties as needed and directed
· Maintains historical records by filing documents in a timely manner
· Other duties as assigned.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.
Job Type: Full-time
Pay: From $25.00 per hour
Expected hours: 40 per week
Benefits:
Schedule:
Education:
Experience:
Ability to Relocate:
Work Location: In person
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