Part-time Accounts Payable Clerk

GENERAL SUMMARY

Under the general supervision of the Accounts Payable Manager, this position performs a variety of accounting transactions such as invoices, payments and expenses in accordance with department procedures. Maintains vendor files. Checks and verifies accounting data; enters data into computerized accounting system.  Performs various clerical and routine accounting tasks. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Follow FASS policies, procedures, and internal controls, including the protection and confidentiality of client data.
• Maintain vendor master files including the attachment of W-9 forms and input/update vendor information including 1099 information.
• Verify that new vendor exists through Secretary of State website, seek W-9’s for independent contractors and perform other internal control requirements prior to issuance of payment.
• Match check requests from clients with appropriate back-up documents.  Verify that the price/cost, quantity, and description of goods/services, as shown on the invoices, agrees with check requests.
• Process invoices authorized by clients by verifying that proper approval have been obtained and that appropriate supporting documentation is attached.
• Process accounts payable checks, issue stop payments and voids as required.
• Match check copies with invoices to ensure that disbursements are made in the correct amount to the appropriate vendor.
• Maintain open accounts payable file and other accounts payable records.
• Filing of paid invoices into alphabetical vendor files for each client.
• Process accounting information in accordance with internal control processes.
• Other duties as assigned.

EXPERIENCE AND TRAINING

• High school diploma or GED.

PREFERRED EXPERIENCE & TRAINING

• Academic coursework or experience in finance/accounting or economics

MINIMUM KNOWLEDGE AND ABILITY

• Knowledge of accounting principles and systems, preferred.
• Basic knowledge of Microsoft Excel and Word. Ability to learn and effectively utilize accounting software.
• Ability to perform simple accounting procedures and carry out routine accounting tasks.
• Ability to perform data entry and/or word processing. 
• High level of customer service orientation and ability to communicate effectively with people at all levels both orally and in writing.
• Excellent organization skills and ability to complete tasks by deadlines.
• Utmost attention to accuracy and detail.
• Enthusiasm to learn and work as a part of a team.
• Due to the confidential nature of our work, must be able to maintain confidential information and exhibit a high level of professional integrity, meet professional standards and exercise good judgment at all times.

WORKING CONDITIONS:

• Business casual office atmosphere with little exposure to excessive noise, dust, temperature and the like.
• Employment background screening required.
• Required to lift up to 25 pounds.

REPORTING RELATIONSHIPS:

Reports to the Accounts Payable & Courier Supervisor

Financial Administrative Support Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, genetic information, marital status, gender identity or expression, childbirth, breastfeeding and related medical conditions),  exercising the right to family care and medical leave, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.  While this job description is intended to be an accurate reflection of the current job, management may revise the job or require that other or different tasks be performed when circumstances change.