Lead Accounts Payable Clerk
4 days ago
JOB DESCRIPTION
POSITION TITLE: Lead Accounts Payable Clerk
DEPARTMENT: Finance
FLSA STATUS: Non-Exempt
REPORTS TO: Accounting/Payroll Manager
GENERAL DESCRIPTION OF DUTIES
The purpose of this position is to support the Agency’s needs by applying Generally Accepted Accounting Principles and their conventions and definitions in Accounts Payable to complete job functions. Coordinates workflow for Accounts Payable Clerk.
ESSENTIAL JOB FUNCTIONS
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
- Input invoice information into accounting computer system w/ properly supported documentation in a timely manner.
- Coordinates and processes weekly check runs.
- Process Journal Entries into G/L.
- Handles exception and rush payment processing, manual and void checks.
- Process Authorization for Official Travel request and ensure completion of Travel Expense Reports.
- Complete Purchase Order maintenance to ensure disposal of used encumbrances.
- Research and resolve issues with accounts payable customers or vendors.
- Validate legitimacy of new vendors.
- Secure and maintain file of W-9 forms. Audit & Review master vendor file annually.
- Coordinate filing and record retention for accounts payable.
- Collects necessary information to generate and file the annual filing of IRS Form 1099s and 1098s.
- Ensures purchase order requests are accurately completed prior to the issuance of purchase orders.
- Ensures Voucher preparation & Check issuance requests submitted for payment are accurately completed.
- Coordinate with the Controller to ensure sufficient funds are available prior to processing weekly check runs.
- Provide management with information vital to the decision-making process.
- Assess Accounts Payable operations, offering recommendations for improvement and implementing new processes.
- Maintain relationships with vendors to resolve escalated issues.
- Act as a back up to A/P Clerk.
- Follow up with Program Managers and vendors regarding status of recurring monthly charges not received yet for payment.
- Oversee processing of seasonal energy assistance payments to oil delivery vendors.
ADDITIONAL JOB FUNCTIONS
- Perform all other duties as assigned.
MINIMUM TRAINING AND EXPERIENCE
Education: Associate’s degree in accounting, Finance, Economics or Business Administration preferred or an equivalent combination of education and experience.
Minimum Years of Experience: A minimum of two (2) years of Accounts Payable required.
Knowledge: Knowledge of generally accepted accounting practices and principles, Fund or governmental accounting practices and principles.
Demonstrated Skills: Windows, financial software and MS Office skills with advanced skills in MS Excel and MS Word required. Must have excellent oral and written communication skills, customer service and organizational skills.
ADA COMPLIANCE
Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.
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