Full Time Accounts Payable Clerk, Accounting Department

General Description

The Accounts Payable Clerk is responsible for the accurate and timely processing of invoices, expense reports, and other payable obligations of the organization. This position ensures that expenditures are properly approved, recorded, and paid in accordance with invoice terms, internal controls, accounting standards, and applicable tax requirements, including sales tax. The Accounts Payable Clerk also supports financial record retention through scanning and indexing of paid invoices.

 

Essential Duties and Responsibilities 

1. Process vendor invoices accurately and timely, ensuring appropriate approvals are obtained prior to payment.
2. Pay invoices according to stated payment terms to avoid late fees or penalties.
3. Review, calculate, and process applicable sales and use tax in compliance with federal, state, and local regulations. To include real estate, personal property, and franchise taxes.
4. Process employee expense reports, ensuring expenses are properly approved and supported.
5. Process and pay bank credit card statements with proper review and approval.
6. Scan, index, and maintain electronic records of paid invoices and supporting documentation.
7. Respond to internal and external accounts payable inquiries.
8. Maintain prepaid assets, balance, book entries and reconcile monthly.
9. Maintain fixed assets and leases in accordance with internal policies and procedures.
10. Prepare 1099’s annually.
11. Assist in setting up new and renewing existing notaries.
12. Book company travel for employees.
13. Assist Management with reporting, audits, and other accounting support activities as needed.
14. Maintains a strong attention to detail and accuracy.
15. Ability to follow established procedures and internal controls.
16. Effective organizational and time-management skills.
17. Ability to handle confidential financial information with discretion.
18. Perform other duties as assigned.

 

Physical Demands 

Physical Activities

• Stand: Occasionally

• Walk: Occasionally

• Sit: Regularly

• Use hands to finger, handle, or feel: Regularly

• Reach with hands and arms: Regularly

• Climb or balance: Never

• Stoop, kneel, crouch, or crawl: Occasionally

• Talk or hear: Regularly

• Taste or smell: Never

Weight Lifted

• Up to 10 pounds: Never

• Up to 25 pounds: Occasionally

• Up to 50 pounds: Never

• Up to 100 pounds: Never

• More than 100 pounds: Never

Vision requirements

• Close vision (use of a computer, equipment, or any other work duties that require clear vision within two feet or less).

• Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors).

• Physical Demand: HIGHLY REPETITIVE, LOW PHYSICAL: HIGHLY REPETITIVE type of work which requires concentration in the performance of tasks for CONSISTENT TIME CYCLES as prescribed by the tasks.

 

Additional Information

Core Competencies / Additional Info

Understands and adheres to all compliance issues, attends training as required and related to this position, including but not limited to the Bank Secrecy Act, Privacy Act, US Patriot Act, and Security. 

Yet More Additional Info

Occasional deadline-driven workloads may occur during month-end or audit periods.