Accounts Payable Clerk

Job Details

Description

Position Purpose

Position is responsible to check all invoices and billing statements for accuracy, completion, and cost allocation. The Accounts Payable Clerk is responsible to calculate mileage forms and travel loans and to follow up and reconciles all outstanding accounts payable items. The Accounts Payable Clerk is responsible for resolution on all billing inquires.

Distinguishing Characteristics

Inspire Development Centers provides Early Childhood Education (ECE) and social services to more than 4000 children, in center based and home based setting, at more than 27 Child Development Centers (CDC) throughout the State of Washington. Inspire provides services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP) and Early Head Start (EHS). The agency is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish.

Supervisory and Other Relationships

The Accounts Payable Clerk reports to the Accounting Manager and works closely with the Accounts Payable Coordinator, IDC Personnel and the general public.

Examples Of Essential Duties And Accountabilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

• Checks all invoices or billing forms for authorized signatures, correct coding, and P.O. numbers. Check computation on invoices and balances to statements (if any). Verify double payments are not being made.
• Calculates local mileage, travel loans, and travel expense statements, as assigned. Verify that the traveler’s license and insurance are current. Responsible to follow up on outstanding travel loans to ensure proper close out, including any reimbursements due IDC.
• Responsible to resolve any problems on invoices or billing forms through memorandums, email and/or by telephone to Center Managers, Department Directors, or vendors. Also responsible for obtaining any outstanding invoices for payment.
• Responsible to assure that cost allocation for expensed is appropriately completed. Responsible to cost allocate invoices, in accordance with the IDC Cost Allocation Plan
• Input invoices into computer and obtain any supporting documentation necessary for journal entries.
• Writes up bank deposits, verifies dollar amounts with General Ledger Accountant and deposits in bank, as assigned.
• Assist purchasing on the closeout of outstanding purchase orders for grant closeouts
• Shows interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
• Maintains confidentiality of program and client related information at all times.
• Performs all other duties as assigned.
  
  

Minimum Qualifications

Incumbents are required to have demonstrated knowledge and abilities in these areas:

• High School Diploma or General Educational Development (GED) certificate and training in specialized or technical field;
• Type 45-50 wpm with less than 5 mistakes and operate basic office machinery;
• Knowledge and understanding of accounting theories and practices;
• Knowledge of federally funded and regulated environment;
• Experience in policy and procedures;
• Excellent communication and interpersonal skills;
• Excellent problem-solving and decision-making skills;
• Experience in risk management;
• Understanding of the interrelationships between services and systems;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Ability to gather and analyze data for reports via multiple modes;
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority;
• Strong customer service focus;
• Ability to work with culturally diverse population;
• Proficiency with personal computer, including Microsoft Office; and
• Accurate data management, documentation and recordkeeping skills.
  
  

These skills and abilities are typically acquired through a combination of education, experience and training. This combination will provide the competence to perform the work of the position.

Preferred Qualifications

• Previous Head Start experience.
• Knowledge of double entry fund accounting.
• English/Spanish bi-lingual fluency.
• AA in Accounting.
  
  

Position Requirements

Incumbents Are Required To Have The Following

• Valid Washington State driver’s license;
• Proof of automobile insurance;
• Ability to travel to perform job duties and responsibilities.
• Must pass initial and periodic criminal and background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current First Aid / CPR cards, (suggested for Safety Committee Members within thirty (30) days of membership);
• Subject to initial and periodic TB screen;
• Subject to random drug screen;
• Must sign a Confidentiality Agreement; and
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.
  
  

Work Environment & Physical Demands

Work is performed in an office setting. Time is spent sitting at a workstation with a personal computer filing and observing the accounting staff environment.

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

• Ability to sit, stand and walk, bend, stoop, occurrence is frequent;
• Ability to communicate in person, or via telephone or video conference, occurrence is frequent;
• Ability to lift and/ or move up to forty (40) pounds, occurrence is occasional;
• Ability to travel, locally and statewide, occurrence is occasional;
• Ability to travel out of state, occurrence is occasional;
• Ability to write and keyboard, occurrence is frequent;
• Ability to read, occurrence is frequent.
• Incumbent frequently exposed to moderate temperature generally encountered in a controlled environment and a noise level that is quiet to moderate
  
  

Benefits Information

A summary of benefits associated with this position can be found at https://inspirecenters.org/careers/. Temporary employees are not eligible for benefits.