Accounts Payable Clerk

HOUSING AUTHORITY CITY OF CAMDEN

Job Description

POSITION TITLE: Accounts Payable Clerk - Confidential

DEPARTMENT: Finance

REPORTS TO: Accounting Manager

EMPLOYMENT STATUS: Full-time

40 hours per week

UNION STATUS: Non-Union

FLSA STATUS: Exempt

FUNDING: COCC

SUMMARY: Under the direction of the General Accounts Manager, performs complex accounting, clerical and confidential support duties related to the work of the Finance Department of the Housing Authority of the City of Camden (HACC). Oversees the processing and payment of invoices, examines invoices processed for proper matching of purchasing and receiving documents, ensures correct distribution to general ledger expense accounts, drives processes for timely and accurate payments, provides advanced analysis on the status of authority liabilities and maintains proper files and storage of records.

NOTE: In order for the Finance Department of the Housing Authority of the City of Camden to function effectively and efficiently it is incumbent that support staff reporting directly to HACC Directors or equivalent executive positions perform their work in a confidential manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein. Additional duties or job functions may be required as deemed necessary by supervisory personnel.

The Accounts Payable Clerk will assist in:

• Assists in Housing Choice Voucher Program (HCVP) Accounting, Accounts Receivable and Accounts Payable including but not limited to, correspondence, phone, and electronic mail; filing; and fiscal record keeping.

• Prepares, maintains, and updates records of fiscal transactions primarily for Payroll and Accounts Payable; posts payments and refunds; records all transactions such as deposits, receipts, and mileage; prepares journal entries; releases encumbrances for purchase orders, ensuring

funds available for expenditures; checks and verifies such documents as requisitions, invoices, and purchase orders.

• Assembles and classifies invoices into batches to be completed for payment in a timely manner.

• Ensures accuracy of vendor addresses contact information and federal

I.D. numbers; verifies all extensions and totals on invoices, calculating and taking discounts when applicable; verifies all state and local coding, verifies project numbers and grant code numbers; reviews invoices and requisitions for satisfactory payment approval, and prohibits duplicate payments.

• Supervises matching of invoices with purchase orders and receiving documents.

• Enters invoices into existing software and database system.

• Compiles, prints and reviews checks and vouchers to verify correct payments before signature by Executive Director, Deputy Executive Director and Finance Director.

• Obtains appropriate signatures by authorized signers of checks.

• Responsible for distribution of all checks.

• Obtain EINs or SSNs of all vendors so that 1099s can be sent at year- end for vendors.

• Assists in review of IRS form 1099s prior to issuance to Section 8 landlords. Responds to IRS upon notice of 1099 discrepancies.

• Copies all checks and maintains proper filing and storage of payment for later audit review.

• Receives and organizes statements from vendors; reconciles by reviewing vendor payment records for prior payment of any invoices listed as outstanding and works with staff of each department to resolve discrepancies or answer inquiries.

• Communicates with vendors to clarify any questionable invoice items, prices, or receiving discrepancies; initiates and resolves billing disputes.

• Provides support in the compilation of invoices to funding authorities for expenditure reimbursements.

• Coordinates with accounts receivable staff and systems to ensure timely payment of tenant refunds.

• Communicates with banks to verify clearance status of checks and direct debit transactions.

• Prepares detailed accounting reports such as accrued expense status, expense account distribution reports, etc.

• Enter and prepare manual check disbursements. Reconcile, disburse, and reimburse petty cash.

• Rotates AP files annually.

• Works with Executive Office staff on confidential matters.

• Prepare reports as required by the Chief Financial Officer.

• Answers correspondence, phone, and electronic mail concerning procedures or inquiries on the processing of payroll and payments;

contacts vendors about purchase orders; obtains information from various divisions, departments, or outside agencies in order to maintain accurate accounts; responds to requests from the public.

• Enters data from forms, correspondence, reports, and other documents; handles claims, deposits, refunds; and/or billings; opens and maintains current records of accounts; and information sheets.

• Maintain open communication with supervisors and colleagues through multiple media formats and provide information and data specific to their program needs.

• Other duties as assigned, e.g., coverage for other areas within the department such as accounts receivable, purchasing, payroll, etc. when needed.

REQUIREMENTS

• Strong command over written and verbal communication.

• Knowledge of basic accounting knowledge (debits and credits).

• Excellent interpersonal and presentation skills.

• Good understanding of the organization's overall business and its objectives.

• Demonstrate knowledge of HUD rules and regulations, program procedures, forms and sound financial business accounting practices.

• Ability to interpret and apply Federal, State, and local laws and regulations.

• Ability to prioritize work, meet deadlines and produce quality results on time with attention to detail.

• Proficient in using computers with related knowledge of software programs and Internet.

• Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.

• Ability to be a team player and collaborate with others inside and outside of the department on challenging and time sensitive projects. Ability to work harmoniously with associates and others. Responsible for courteous, efficient response at all times.

• Ability to meet deadlines and work in a highly organized manner.

• Ability to interpret, analyze and use data.

• Analyze situations and adopt effective courses of actions.

• Ability to think strategically, solve problems and execute with excellence.

• Maintain skill sets necessary to meet performance standards and comply with changing administrative requirements and knowledgeable with purchase orders, receiving and vendor invoices.

• Ability to be self-reflective and willing to incorporate feedback into practice.

• Demonstrate flexibility and receptiveness to new ideas and approaches at all levels.

• Ability to read, write, speak understand and communicate in English sufficiently to perform the duties of this position. Excellent verbal and written communication skills.

• Appointees will be required to possess a driver’s license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Proficiency in Microsoft Office products, Google products and data dashboards.

MINIMUM TRAINING AND EXPERIENCE: The minimum educational qualification required to be an Accounts Payable Clerk is a High School Diploma or equivalent. Graduation from an accredited college with an Associate’s degree in accounting, budgeting, financial, economics, or public or business administration is preferred.

Minimum of three (3) years of experience in accounting, accounts payable or bookkeeping experience required. An equivalent combination of education and experience may be considered.

SPECIAL REQUIREMENTS: An acceptable general background check to include a local and state criminal history check. Must possess a valid driver’s license with an acceptable driving record and have daily access to an automobile. Must be available to work some evenings and weekends as required.

SUPERVISORY RESPONSIBILITIES: None.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed and involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

MATHEMATICAL SKILLS: Impeccable mathematics and analytical skills.

MINIMUM LANGUAGE SKILLS: Ability to read a limited number of two and three- syllable words and basic numbers. Ability to speak simple sentences.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires frequent standing, stretching, bending, stooping, squatting, walking, pushing and pulling, and lifting of objects weighing up to 25 pounds or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be exposed to outside weather conditions. The noise level in the work environment is usually moderate.

NEW JERSEY RESIDENCY LAW: Pursuant to “New Jersey First Act,” N.J.S.A. 52:14-7 (P.L. 2011, Chapter 70), effective September 1, 2011 all newly hired employees of State and local government must reside in the State of New Jersey, unless exempted under the law. If you do not reside in New Jersey, you have one year after the date of hire to relocate your residence to New Jersey. If you do not do so, you are subject to removal from your office, position or employment.

This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice.

I, have read the above job description for my position. I fully understand the contents and I shall perform these duties to the best of my ability.

Employee Signature: Date:

Supervisor Signature: Date: