Accounts Payable Clerk

POSITION PURPOSE:

The Accounts Payable (A/P) Clerk plays a vital role in the Finance Department by ensuring the timely and accurate processing of all account payable vouchers. This includes stamping received and paid dates on all vouchers, managing vendor communications for invoice copies, and assisting family support and finance teams with various A/P needs, such as scanning and filing. The Accounts Payable Clerk actively participates, facilitates, and contributes to the organization's ongoing mission to build and strengthen our internal culture with compassion, forward thinking, quality, value, and respect for diversity, equity, inclusion, and belonging to enhance the lives of those we serve.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Match approved purchase requisitions with corresponding invoices and enter approved payment vouchers into the accounting system, submitting them to the Accounting Manager for approval.
• Stamp all A/P vouchers with received and paid dates, ensuring timely processing.
• Produce and distribute weekly A/P aging reports and generate printed A/P checks for signature, securing authorized approvals for weekly check runs.
• Maintain organized A/P vendor files and create new vendor accounts, while ensuring that W-9 forms are accurately filed.
• Review monthly aging reports to ensure alignment between the subsidiary ledger and the general ledger and post all Automated Clearing House (ACH) payments to the general ledger.
• Collaborate with the Family Support Program to manage the payment of Family Support vouchers in accordance with Emory Valley Center Accounts Payable policy.
• Ensure comprehensive filing of A/P documentation, verifying accuracy in both electronic and physical formats.
• Contacts vendors for invoice copies and files all A/P documentation, verifying accuracy in filing and scanning.
• Other duties as assigned by the Vice President of Finance and Senior Accountant

MINIMUM REQUIREMENTS:

• Associate degree and one year of experience in accounts payable management; or High School diploma or equivalent, with a minimum of 5 years' experience in accounts payable.
• DDA designated online training and any other required training.
• Emory Valley Center Orientation.
• Valid TN driver's license with good driving record.

KEY BEHAVIORS/QUALIFICATIONS FOR SUCCESS:

• Establish a comfortable and supportive relationship with individuals supported and their families while maintaining effective relationships with management staff, employees, and the public. This includes demonstrating sensitivity to corporate needs, employee goodwill, and the company's public image.
• Strong understanding and commitment to person-centered supports for individuals with intellectual and developmental disabilities.
• Proficient in presenting facts and recommendations effectively through oral, electronic, and written communication, demonstrating good judgment, responsibility, and the ability to take independent action.
• Excellent crisis management, interpersonal, communication, time management, and organizational skills are crucial for success in this position.
• Upholding strict confidentiality in compliance with HIPAA/HITECH and FERPA is mandatory.
• Ability to effectively utilize Electronic Health Records (EHR) for company operations and experience with Microsoft Office is required.

REPORTING STRUCTURE AND MANAGEMENT RESPONSIBILITIES: This role reports to the position of Senior Accountant.

PERFORMANCE APTITUDES;

Data Utilization: Requires the ability to calculate and/or tabulate data; including performing subsequent actions concerning these computational operations.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of references, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE PHYSICAL DEMANDS ANALYSIS;

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-25 pounds). Tasks may involve extended periods at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and differentiate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are generally performed without exposure to adverse environmental conditions. However, travel may include changing weather conditions. Additionally, may be exposed to various medical conditions, communicable diseases and pest infestations.