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Accounts Payable Clerk

3 months ago

Hanford, United States Kings Community Action Organization Full time
Job DescriptionJob Description

Employment Type: Full Time

FLSA Status: Non-Exempt

Compensation: $23.69 - $30.33 in 6 steps

Application Deadline: Open Until Filled


MISSION STATEMENT:

Join Kings Community Action Organization (KCAO) and make a difference in Kings County, CA as an Accounts Payable Clerk. KCAO envisions a future where all people in Kings County are able to live with dignity, have access to available resources and have the opportunity, motivation and ability to live economically productive and satisfying lives.

Our Mission: Working as a team, KCAO will seek and provide programs that develop self-sufficiency in individuals, families, and communities within Kings County.

Our Vision: Kings County residents and communities will achieve self-sufficiency through the high quality and client-focused programs of KCAO.

We are a private nonprofit helping people and changing lives in Kings County since 1965. Do you see yourself as part of our team of passionate, committed, and caring people?


JOB SUMMARY:

Under direct supervision of the Finance Manager, the Accounts Payable Clerk and the Lead Accounts Payable Clerk ("Lead"), perform detailed check processing duties and provide accounting support in a non-profit grant-funded environment.


DUTIES AND RESPONSIBILITIES:

  • Receive mail and invoices from the mail room and sort mail for the Finance Department.
  • Log invoices into finance system and distribute invoices to program staff to be coded.
  • Follow up on invoices distributed to program staff to receive check requests and/or purchase requisitions.
  • Reconcile check requests to vendor invoices and statements, and prepare for timely payment.
  • Prepare, distribute and mail computerized checks.
  • Take initiative to dispute charges with vendors (fees, interest or late charges, etc.) as they occur.
  • Take initiative to research invoice charges to explain items in question, as required.
  • Lead may reconcile AP to GL monthly, research & report discrepancies to Finance Manager
  • Lead processes annual 1099 forms and distributes to vendors, as well as timely and accurate electronic submission to the IRS.
  • Verifies current W-9 forms on file for all vendors.
  • Researches and rectifies any W-9 mismatch notices in an effort to avoid IRS penalties.
  • Enforce Agency disbursement policy to ensure check requests are complete and authorized.
  • Ensure efficiency, effectiveness and compliance with all applicable policies, procedures, laws, regulations and standards.
  • Create and maintain accounts payable files.
  • May assist with preparing deposits to upload to bank online and/or hand-deliver to banks.
  • Create and upload check register to bank each time checks are disbursed.
  • May obtain and report monthly meter readings for copy machines.
  • Maintain and keep current master vehicle files, including but not limited to annual registration.
  • Maintain master list of contracted vendors and notify departments when contracts need renewal.
  • May prepare reports as requested by the Finance Manager.
  • Lead may assist with providing informal training to program department staff to explain accounts payable procedures, and how to prepare and submit check requests.
  • May prepare and post correcting entries or adjustments for miscoded Accounts Payable.
  • Other duties as assigned.
  • Accounts Payable Clerk is an entry level position, and individuals are expected to advance to Lead Accounts Payable Clerk upon satisfactory performance and meeting the necessary requirements, and when a vacancy exists.
  • Lead Accounts Payable Clerk performs at an experienced level, may carry a greater workload, can work independently or with little direct oversight, and may perform more complex functions.

EXPERIENCE/EDUCATION REQUIREMENTS:

ACCOUNTS PAYABLE CLERK:

  • Associates degree or other certificate in accounting or related field, preferred;

AND

  • One (1) year accounts payable experience, with a basic understanding of accounting principles

LEAD ACCOUNTS PAYABLE CLERK:

  • One (1) year serving as Accounts Payable Clerk;
  • Associates degree or other certificate in accounting or related field, preferred;

AND

  • Three (3) years full-cycle accounts payable experience, with an understanding of accounting principles

OTHER REQUIREMENTS:

  • Travel and attend out of area meetings and conferences as required per the funding source(s).
  • Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours
  • Must be able to meet and maintain KCAO hiring requirements which include:
    • Criminal Record Clearance including California DOJ, FBI and Child Abuse Centralized Index (CACI).
    • Reliable, insured transportation and valid Driver License
    • Motor Vehicle Report (MVR) acceptable to KCAO's vehicle insurer.
    • Health examination with tuberculin clearance.
  • Ability to be contacted outside of regularly scheduled work hours in case of emergency.

KCAO is an Equal Opportunity Employer and a Drug Free Workplace

KCAO participates in the E-Verify program that electronically confirms an employee's authorization to work in the United States that complies with the I-9 form.



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