POSITION DESCRIPTION



POSITION ANNOUNCEMENT

POSITION: Accounts Payable Clerk LICENSED: No

DEPARTMENT: Accounting GRADE: 8

REPORTS TO: Controller STATUS: Non-Exempt

POSITION SUMMARY:

To review, reconcile, and issue payments for the daily business transactions of the organization.

ESSENTIAL FUNCTIONS:

1. Accounts Payable – Responsible for the processing and verification necessary to ensure accurate payment of all legitimate invoices on a timely basis by means of the following procedure:

a. Matches invoices to packing slips and purchase orders.

b. Verifies invoices for quantity, unit price, extension, and discount.

c. Routes miscellaneous invoices to proper people for approval for payment.

d. Assigns accounting account numbers to invoices for proper distribution in financial statements.

e. Assigns dates for invoices to be paid.

f. Maintains a log of invoices vouchered by batch number and dollar amount.

g. Issues checks daily upon special request or in accordance with schedule prepared by Accounting Manager.

h. Attaches original invoices to duplicate copy of check for permanent record.

i. Maintains the file of paid invoices.

j. Communicates with suppliers regarding errors or questions on invoices.

k. Coordinates the efforts of additional help required to meet above schedules.

l. Verifies month-end totals of Account Distribution, Cash Disbursements, and Open Items reports and coordinates closing to the general ledger.

2. Assembles categories into batches of 25 or fewer invoices to be completed for payment and alphabetizing. Verifies all addresses and federal I.D. numbers of vendors if available; calculates all extensions and totals on invoices, calculating and taking discounts when applicable; verifies all state and local coding, checking project numbers and grant code numbers; reviews invoices and requisitions for satisfactory payment approval, checking vendor files for any pervious payments; assigns batch numbers and voucher numbers, recording into agency log book.

3. Types vouchers listing invoice number, date, vendor address, and federal I.D. number, item description, amounts, and state/local coding per State Accounting Policies and Procedures. Makes copies of vouchers, invoices, or correspondence necessary for department or agency files. Calculates batch total for local and state batch balances and card count. Assigns batch header number and gives to supervisor for review. After being reviewed, vouchers are separated for proper distribution to state and vendor, Accounting Department, departments being charged, and Agency files. The purchase order status, vendors, and departments are verified on encumbered purchase order batches.

4. Assigns a voucher number and batch header, and verifies for proper coding all multiple payees, travel authorization reimbursements, and interagency transactions as received. Copies are made of vouchers and backup when necessary for file reference. These are reviewed by the supervisor after the state and local balances and card counts are calculated; after being reviewed they are returned to be separated and distributed to state/vendor, Accounting Department, departments, and agency file. Agency file copies are logged into Agency voucher.

5. Maintains and records agency log, recording all obligation numbers.

6. Receives and organizes statements from vendors; checks vendor files for payment of any invoices listed outstanding and calls departments and or vendors in regard to any old outstanding invoices for verification of unpaid, lost, or billed invoices.

7. Takes phone calls and answers any questions from departments or vendors in regards to invoice payments.

8. Makes calls to vendors clarify and questionable invoice items, prices, or receiving signatures; calls department for proper information and/or data regarding invoice payments.

9. Performs other related tasks as may be assigned by the Supervisor.

10. Must attend any and all mandatory trainings offered through the Bay Mills Human Resources Training Department.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to sit with occasional walking and standing. Occasionally the employee must bend, kneel, and pushing/pulling. The employee will be required to use their hands for repetitive action such as simple grasping.

POSITION REQUIREMENTS:

1. High school diploma or its equivalent, including courses in bookkeeping.

2. At least one year’s experience in bookkeeping, accounting, or secretarial assignments involving advanced record keeping (directly related business school or college courses may be substituted equally for up to six months)

3. Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

4. Must be bondable.

5. Excellent communication skills required.

6. Must have an excellent past work record.

7. To perform this position successfully, an individual must be able to satisfactorily perform each function listed under the essential functions and physical demands categories of this position description.

PREFERENCE: Preference will be given to those of Native American descent.

CLOSING DATE: December 28, 2017 (4:30 pm)

APPLY TO: Send Resume and/or Application to:

Renae Carrick; Human Resources Generalist

Bay Mills Human Resources Department

12124 W. Lakeshore Drive

Brimley, MI 49715

rmcarrick@

Subject: Accounts Payable Clerk

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