Assistant Accounting Clerk

Summary of Job Responsibilities:

The Assistant Accounting Clerk is responsible for managing the accounts payable process, reviewing invoices for accuracy and completeness, and processing invoices for payment. The Assistant Accounting Clerk also ensures expense coding, voucher preparation, and check issuance are accomplished accurately and in a timely manner. Assistant Accounting Clerk responsibilities include balancing and maintaining various General Ledger and internal demand deposit account and fulfilling general reporting and accounting duties as assigned by the Controller. Accountable for complying with all Bank Secrecy Act and Anti-Money Laundering regulations, bank policies and procedures.

Essential Job Duties:

• Process and pay weekly all vendor invoices and employee expense reimbursements that are due. Process includes producing and mailing checks along with producing and uploading ACH payments.
• Preparation of special payments requested outside of the normal AP processing cycle.
• Review all bills, invoices and employee expense reimbursements received and direct them to the appropriate department or individual for approval and authorization for payment.
• Within the accounts payable software, code all invoices with correct vendor number, input a detailed description, and assign general ledger and department numbers to be debited/credited when the invoice is paid.
• Determine whether invoices should be paid as current expense or prepaid expense items and assign the appropriate expense periods.
• Establish and maintain vendor records including collecting and accurately entering into the accounts payable software system all pertinent vendor contact information and TIN. Mailing TIN request forms when appropriate.
• Maintain prepaid expense records through the accounts payable software system including running the prepaid expense file monthly and reconciling all prepaid expense accounts.
• Monitor internal DDA accounts and record income and expense as needed.
• Responsible for 1099-MISC reporting including maintaining appropriate payment records, verifying records at the end of the year to ensure proper IRS reporting, preparation of 1099-MISC forms for vendors and timely distribution of forms to vendors and timely record remittance to IRS.
• Stay current with IRS reporting requirements for 1099-Misc.
• Monitor IRS publications regarding travel reimbursement, communicate updated rates with Human Resources for approval. As needed update internal documentation.
• Responsible for monitoring, documenting, and reporting sales and use tax.
• Perform annual end-of-year close out and cycling of accounts payable records.
• Communicate with accounts payable software vendor support team as needed to maintain and update the accounts payable software system.
• Assist with preparations of annual budget by providing detailed records of expenditures at the request of CFO or Controller.
• Perform account reconciliations for official items utilizing NuPoint Recon program. Responsible for maintenance of the program as needed.
• Reconcile and balance all core deposit application accounts to the general ledger using NuPoint balancer. Responsible for maintaining the Balancer program, keeping scenarios updated as product and general ledger changes occur.
• Balance deposit application clearing accounts to the general ledger daily.
• Clear any outstanding reconciling items in a timely manner.
• Verification of all general ledger account changes or maintenance including review for proper authorization for the changes entered.
• Act as back-up to the Accounting Specialist and Reconciliation Clerk as needed.
• Assists with preparation of Branch Profitability reports including maintenance of the log of data from core processor.
• Balance cash advances and record the bank's residual income.
• Key-in transactions to the bank's general ledger. Entries must be accompanied by proper authorization and documentation of the transactions should be maintained and properly filed.
• Manually enter transaction descriptions into the general ledger records when a generic transaction code is used. (i.e. description code 60).
• Daily review of customer withholding and remittance to IRS if required. Update and balance the 945 report.
• Assist with collection of documents and records for internal audits, external audits, and regulatory examinations.
• Perform other duties as assigned by the Controller.

Skills and Abilities Required

• Ability to travel to branches and educational classes, as necessary.
• Ability to speak, read, and write English.
• Ability to communicate with staff, Executive Officers, and Auditors.
• Ability to maintain confidentiality.
• Planning and organizational skills to be able to prioritize workload and manage duties to meet deadlines.
• Ability to work with minimal supervision.
• Have a positive attitude when working with others and the ability to work as a team.
• Attention to detail and strong problem-solving skills.

Minimum Level of Performance and Training Required:

• Minimum of high school diploma or equivalent.
• Two-year degree in accounting or business, or some secondary education in an accounting or business-related field, preferred
• Two years' experience in banking, finance, or accounting field
• Proficient in Microsoft Office Excel, Word, and familiarity with Access, preferred
• Must possess excellent communication skills (written and verbal).

Working Conditions:

Some pressure may be involved meeting deadlines, but no unusual physical factors or demands are associated with this job. Work environment (physical surroundings) are above average.