Accounts Payable Clerk

General Statement of Duties:  The Accounts Payable Clerk is responsible for timely and accurate processing of accounts payable transactions while maintaining compliance with internal policies, accounting standards, and banking regulations.  This position supports the Operations Officer by ensuring invoices are properly reviewed, approved, recorded, and paid while maintaining positive vendor relationships and safeguarding the bank’s financial assets. Work involves processing and reconciling of invoices, checking balances and setting up financial records, and processing financial forms. Upholding confidentiality is a must.

Essential Job Functions:

• Reconciles and files Accounts Payable general ledger items daily and checks Pre-Paid general ledger monthly.
• Monitors the general ledger to ensure it adheres to bank policies and procedures.
• Processes vendor invoices accurately and efficiently.
• Verifies invoices for proper authorization and supporting documentation.
• Assists with 1099 monitoring and tracks Use Tax.
• Balances internal general ledger and deposit accounts as needed.
• Reconciles vendor statements and promptly resolves discrepancies.
• Prepares and processes weekly and monthly check runs, ACH payments, and wire transfers as authorized.
• Maintains service and maintenance agreements to ensure they are up-to-date.
• Responds to questions and makes calls regarding billing discrepancies.
• Ensures all payments are made in accordance with payment terms to maximize discounts and avoid late fees.
• Monitors outstanding invoices and follows up on approvals when necessary.
• Acts as a liaison between departments and vendors.
• Responds professionally to vendor inquiries regarding invoices and payments.
• Maintain records in accordance with the record retention policy.
• Sets up and maintains a record and filing system of accounts payable vendor files

and other financial records including purchase orders and invoices for retrieval or review by

management.

• Oversees and monitors supply orders for the bank.
• Assists with month-end and year-end closing activities, including accruals and account reconciliations.
• Assists with audits by providing requested documentation in a timely manner.
• Implements cost control strategies on an as needed basis.
• Files new and paid CD’s.
• Verifies the accuracy of wire forms from all branches, processes the wire, and updates the physical wire log.
• Helps with answering the main phone line and other clerical duties as necessary.
• Ensures adherence to established bank procedures, practices, and reporting requirements.
• Follows bank policies and procedures, including state and federal regulations at all times.
• Maintains departmental appearance, both personal and general.
• Actively cross-sells bank services to customers.
• Serves customers in a cordial and professional manner to ensure customer satisfaction with service provided by the bank and upholds customer service guidelines.
• Takes advantage of opportunities to promote the Bank when involved in voluntary community activities and civic organizations to cross sell the Bank’s products and services.
• Assists in other departments as needed.
• Completes other duties as assigned.

Job Requirements:

• High school diploma or equivalent.
• Associate’s degree in accounting, finance, business or two years prior experience in a financial institution or office setting preferred.
• Prior experience with balancing general ledger accounts and creating financial reports highly preferred.
• One to three years prior experience with accounting and accounts payable experience highly preferred.
• Knowledge of general accounting principles and internal controls.
• Banking or financial institution experience is preferred.
• A working knowledge of the bank’s products and services is preferred.
• Ability to read, analyze and interpret financial reports.
• Knowledge of computer systems and changing technology, including word-processing, spreadsheets, Internet, and internal bank software.
• Ability to learn core banking and financial software systems.
• Strong attention to detail and accuracy.
• Prior experience in a customer service environment preferred.
• Superior analytical skills to determine areas in need of improvement and the ability to find creative solutions while considering all aspects, departments, and individuals affected.
• Demonstrated aptitude for accuracy with numbers.
• Ability to plan, prioritize, meet deadlines, manage multiple tasks, and work under pressure.
• Demonstrated problem solving and decision making abilities.
• Excellent oral and written communication skills to communicate across a broad base of internal customers.
• Ability to concentrate on complex projects.
• Excellent human relations/customer service skills to effectively interact with customers and co-workers.
• Self-motivated and results oriented.