Clerk, Accounting

Primary Purpose: To ensure that invoices and check requests are paid accurately and on time.                     

Formal Policy-Setting Responsibilities: No formal responsibility.  The policies associated with the job’s purpose and essential responsibilities are set by others.                                           

Routine Decision Making: Decides if invoices, receiving reports and purchase orders have been properly processed and complete, and if not, what additional information needs to be obtained so payments can be processed in a timely manner.                                               

Formal Supervisory Responsibility: No formal supervisory responsibility.     

Unusual Working Conditions: None                                        

Essential Responsibilities and Tasks 

Reviews purchase orders, statements, check requests, and receiving reports for accuracy and completeness.                                    

• Reviews check requests and manual purchase orders for proper approval, correctness, support, account numbers and accurate payment amount on a daily basis.                                               
• Reviews vendor statements and does research, then communicates findings with vendors by month end.                                                                
• Sorts incoming mail daily.  Sends non-system PO invoices to appropriate departments.  Purchase order invoices are sorted and worked daily.
• Communicates with departments as needed to obtain accurate paperwork, in order to process invoices.

Inputs invoice and check request information.                                                  

• Assigns vendor numbers and enters check requests into the A/P system on a daily basis. 
• Enters purchase order invoices on a daily basis, upon receiving completed documentation from Materials Management.
•  Completes credit applications, mails requests for w9's and the tax exemption certificates as needed.

Print checks and reports, matches checks to invoices and check requests, and then distributes checks.  

• Matches checks to invoices and check requests after each check run. Forwards check register and Void check list to Director of Finance and CFO for review and approval.
• Prints checks weekly and uploads the positive pay file to Commerce for fraud protection.
• Pull over the Business Office Refund Checks and print checks biweekly and uploads the positive pay file to Commerce for fraud protection.
• Submits the Credit Card Vendor file to Commerce for payment weekly.
• Enter Auxiliary checks as submitted monthly. 

Prepares MM accrual batches at month-end, analyzes invoices for proper monthly accrual, and prepares various reports for management. Orders supplies for department, processes 1099s at year-end.                                              

• Reviews check requests/invoices for monthly accruals by the 10th of the month.                
• Prepares monthly Accounts Payable board reports by deadline set by CFO's calendar.
• Order supplies and maintain supply inventory for department weekly, as needed               
• Compile and review report for 1099s, then mail by January 31 of the following year. Mail 1096s by deadline.

Provides support to Director of Finance

• Assist with Cash reports, AP Trade Balancing, and other reports/distribution as needed.
• Assist with the Monthly Balance Sheet Account reconciliation, enters the account detail and submits the GL support for review to the Director.
• Collects, reviews and inputs the Fixed Assets into the financial software, then submits the FA for final review and approval of initiation of asset to the Director monthly.  
• Assists with the Cost report schedules, collects and files support for the data entered into various schedules monthly for final review and approval by the Director.

Provides support to Payroll 

• Assist with scanning and filing of documents.

ESSENTIAL PHYSICAL REQUIREMENTS

• Sedentary Work: Lifting 10# maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools.  Jobs are sedentary; if walking and standing are required only occasionally.

• Light Work:  Lifting 20# maximum with frequent lifting and/or carrying of objects weighing up to 10#.  Even though the weight lifted may be only a negligible amount, a job is in this category when it requires walking or standing to a significant degree or pushing and pulling of arm and/or leg controls.

• Medium Work:  Lifting 100# maximum with frequent lifting and/or carrying of objects weighing up to 25#.

PHYSICAL DEMANDS 

• Lifting:  Raising or lowering an object from one level to another (includes upward pulling).

• Carrying:  Transporting an object, usually holding it in hands or arms or on the shoulders.

• Pushing:  Exerting force upon an object so that the object moves away from the force (including slapping, striking, kicking, and treadle  actions).

• Pulling:  Exerting force upon an object so that the object moves toward the force (includes jerking).

• Hearing:  Ability to determine audible communication.

• Stooping:  Bending the body downward and forward by bending the spine at the waist.

• Kneeling:  Bending the legs at the knees to come to rest on the knee or knees. 

• Crouching:  Bending the body downward and forward by bending the legs and spine.                       

• Crawling:  Moving about on the hands and knees or hands and feet.          

• Reaching:  Extending the hands and arms in any direction.                  

• Handling:  Seizing, holding, grasping, turning, or otherwise working with the hand or hands (fingering not involved).                       

• Fingering:  Picking, pinching, or otherwise working with the fingers primarily (rather than with the whole hand or arms as in handling).       

• Repetitive Motions:  Substantial movements (motions) of the wrist, hands, and/or fingers.      

• Feeling:  Perceiving such attributes of objects and materials as size, shape, temperature, or texture by means of receptors in the skin, particularly those of the finger tips.                                         

• Speaking: Expressing or exchanging ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.                                                

• Seeing:  Obtaining impressions through the eyes of the shape, size, distance, motion, color or other characteristics of objects.      

• Acuity, near - clarity of vision at 20 inches or less.              

• Depth perception - ability to judge distance and space relationships so as to see objects where and as they actually are.             

• Field of vision - area seen up and down or to the right or left while eyes are fixed.     

• Accommodations - adjustment of the lens of the eye to bring an object into sharp focus.              

• Color vision- the ability to identify and distinguish colors.

WORKING CONDITIONS 

• Inside:  Worker spends approximately 75% or more of time inside.

Education and Certification/ Registration Required for the Position: High school education or equivalent, two years' experience preferred.

Required Knowledge: Invoices, purchase orders, and receiving reports.                                  

Required Skills and Ability: Ability to operate a 10-key adding machine, typewrite, Windows based computer, meet deadlines, and have good communication skills.