ACCOUNTING CLERK , ACCOUNTS PAYABLE CLERK-Description of Job Function:

ACCOUNTING CLERK

Performs any combination of following calculating, posting, and verifying duties to obtain financial data for use in maintaining accounting records: Compiles and sorts documents, such as invoices and checks, substantiating business transactions. Verifies and posts details of business transactions, such as funds received and disbursed, and totals accounts, using calculator or computer. Computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items. May type vouchers, invoices, checks, account statements, reports, and other records, using typewriter or computer. May reconcile bank statements. May be designated according to type of accounting performed, such as Accounts-Payable Clerk (clerical); Accounts-Receivable Clerk (clerical); Bill-Recapitulation Clerk (utilities); Rent and Miscellaneous Remittance Clerk (insurance); Tax-Record Clerk (utilities).

 

INVOICES, ACCOUNTING CLERKS, EXCEL, MICROSOFT WORD

 

Candidate will be responsible for posting checks and cash, analyze an aging report and deal with billing discrepancies

 

Description of Job Function:

Provide clerical and accounting assistance as needed to Business Office staff.

Principal Responsibilites:

• Assist with the audit and input of billable expense vouchers
• Enter expense information into Paradox database
• Maintain W9 vendor files
• Prepare invoices for Accounts Payable
• File completed Accounts Payable vouchers</LI<
• Assist with monthly Accounts Receivable statements
• Assist with customer file updates

Additional Activities:

• Assist Business Office during staff absences or busy periods by serving as a backup for the Accounts Payable Clerk, backup for opening and distributing Business Office mail, backup for preparing Account Receivable bank deposit, and/or backup for cash receipt process
• Assist travel staff with the maintenance and reconciliation of airfare receipts
• Assist with human resource functions such as updating vacation and sick leave statements
• Provide other assistance and support to all functions of the Business Office as needed
• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate that will be conducive to maximum employee morale, productivity and efficiency/effectiveness

Training & Experience:

• Education - High school diploma or GED required. Post-secondary studies beneficial.
• Skills - Requires great deal of accuracy. Must be detail oriented and dependable. Working knowledge of Microsoft Office products and 10-key calculator required. Spanish language skills a plus.
• Experience - Previous work in office environment beneficial.

Principal Customers:

• Business Office staff, employees of AIB/AIB International, outside vendors

Other Comments:

• Must be able to work with limited supervision

 

SUMMARY:

Performs various clerical and routine accounting tasks in support of an operating unit, to include posting entries, verifying and reconciling input to financial reporting system output, processing payments, and/or assisting in preparation of billings and other financial reports. Responds to inquiries and contacts other departments and/or vendors to resolve a variety of problems. Assists in performance of various clerical duties.

DUTIES AND RESPONSIBILITIES:

1. Keys data and prepares batches for processing which involves sorting, alphabetizing, and running tapes to verify hash counts and totals.
2. Prepares purchasing, travel, personnel, or related documents.
3. Reconciles various expenditure reports to source documents; distributes and files financial documents and reports.
4. Answers telephones, opens and logs mail, meets and greets visitors, and assists in other clerical functions; may arrange travel and meetings and coordinate office security and key control.
5. Sorts documents; codes, logs, reviews for accuracy; matches supporting invoices to procurement documents; and verifies invoices for payment.
6. Prepares routine entries and posts financial transactions; reconciles entries and internal ledgers to financial reporting system reports.
7. Researches processing problems, contacts departments and vendors to resolve problems and expedite payment, and responds to inquiries by telephone or in writing; refers complex problems for solution.
8. Handles cash and cash related transactions, issues receipts, records and types money lists, and balances cash fund; enters cash transactions in ledgers and reconciles cash reports; prepares bank deposits.
9. Assists in preparation of financial statements such as billings, budgets, and cost reports.
10. Assists in ordering, care, maintenance, and utilization of department equipment, supplies, and inventories.
11. Distributes, reviews, calculates, and processes payroll time sheets and employment documents; verifies account numbers; maintains sick and annual leave and other payroll records.
12. May lead, guide, and train staff/student employees, interns, and/or volunteers performing related work; may participate in the recruitment of volunteers, as appropriate to the area of operation.
13. Performs miscellaneous job-related duties as assigned.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 6 months of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to prepare routine administrative paperwork.
• Ability to sort, check, count, and verify numbers.
• Basic data entry and/or word processing skills.
• Knowledge of payroll policies and procedures.
• Knowledge of university accounting procedures involving procurement, travel, and/or employment.
• Knowledge of university invoicing procedures.
• Records maintenance skills.
• Ability to analyze and solve problems.
• Ability to perform simple accounting procedures.
• Knowledge of cash management principles and/or procedures.
• Account balancing skills.
• Ability to use an automated accounting system.
• Ability to prepare financial reports.
• Knowledge of accounts payable procedures and practices.

Track sales and purchases

ACCOUNTS PAYABLE CLERK

 

 

 

SUMMARY:

Reviews and processes for payment purchase orders, invoices, statements, vouchers, annuities, garnishments, and/or other check requests, as appropriate, for a specified operating unit or internal client group. Draws, verifies, and posts payment checks, and prepares ledger entries. Handles the resolution of account discrepancies and procedural inquiries.

DUTIES AND RESPONSIBILITIES:

1. Receives and reviews purchase orders, check requests, and/or other related documentation for completeness and compliance with financial policies, procedures, and contractual requirements.
2. Matches original invoices and requests for payment with internal purchase orders or check requests; performs calculations to determine appropriate payment schedules and amounts, and makes modifications as necessary.
3. Codes, verifies, and electronically enters accounts payable data into ledgers.
4. Draws, verifies, and posts payment checks to appropriate vendors and/or agencies.
5. Follows up on account statements and other discrepancies regarding payment of accounts, and serves as liaison between departments and vendors in the resolution of administrative problems and inquiries.
6. Monitors blanket purchase orders and periodically notifies departments of balances.
7. Maintains logs, enters and balances account data, and generates statistical summary reports as required.
8. Performs miscellaneous job-related duties as assigned.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 6 months of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of standard accounts payable policies, procedures, and regulations.
• Ability to utilize an automated accounting system.
• Ability to understand and interpret vendor invoices, statements, and other requests for payment.
• Ability to process computer data and to format and generate reports.
• Strong communication and interpersonal skills.
• Knowledge of mathematics.
• Knowledge of general accounting principles.
• Basic data entry and/or word processing skills.
• Ability to analyze and solve problems.
• Knowledge of purchase orders and related accounts payable documentation.

ACCOUNTS PAYABLE SUPERVISOR

SUMMARY:

Oversees and coordinates the day-to-day clerical aspects of the University's Accounts Payable activity. Serves as the University's primary check printer and processor of bank files. Participates in the development, testing, and implementation of accounts payable systems, processes, and procedures. Oversees and supports a team of students and/or casual staff performing routine accounts payable functions.

DUTIES AND RESPONSIBILITIES:

1. Oversees and coordinates the day-to-day check printing process for the Accounts Payable activity; coordinates the processing of direct deposit files.
2. Investigates and resolves problems associated with processing of invoices and purchase orders.
3. Communicates and follows up with internal departments to resolve issues and determine methods for expediting problem payments.
4. Maintains and administers accounts payable databases; analyzes and manipulates data and prepares standard and ad hoc reports as required.
5. Coordinates the periodic upload and download of batches, reports, invoices, and payment forms.
6. Oversees and coordinates the day-to-day processing of of routine invoices for payment; supervises student and/or casual staff employees engaged in clerical accounts payable activities.
7. Processes complex and/or detailed invoices for payment, to include rent/lease, contract/grant, telecommunications, and unusually complex utilities invoices.
8. Provides customer service and support to internal departments and vendors with respect to various accounts payable and related accounting inquiries.
9. Performs daily follow-up on accounts payable communications and issues requiring special or urgent attention.
10. Performs miscellaneous job-related duties as assigned.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 5 years of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Knowledge of accounts payable principles, procedures, and standards.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of automated check printing systems and processes.
• Strong investigative and problem resolution skills.
• Knowledge of fiscal processes and procedures as they relate to a public institution.
• Ability to use relational databases and common Windows-based software programs.
• Organizing and coordinating skills.
• Strong interpersonal skills, flexibility, and customer service orientation.
• Ability to understand, interpret, and expedite detailed and complex accounts payable transactions and documents.
• Data management and tracking skills.
• Ability to assess operational requirements and to plan and organize workflow patterns and schedules.

ACCOUNTS RECEIVABLE CLERK

 

SUMMARY:

Performs complex data entry and related operations in posting accounts receivable payments. Maintains appropriate ledgers. Resolves credit balances and account problems; posts claim denials, refunds, adjustments, and other account actions.

DUTIES AND RESPONSIBILITIES:

1. Receives and receipts cash items and third party payments; posts and reconciles payments to ledgers.
2. Reviews credit balances, refunds, adjustments, and claim denials; reconciles, corrects, and applies adjustments to billing records.
3. Balances daily batches and reports; prepares income reports and statistics; distributes reports.
4. Performs a variety of general clerical duties, including telephone reception, mail distribution, and other routine functions.
5. Ensures strict confidentiality of financial records.
6. May assist in preparing documentation and responses for legal inquiries, litigation, and court appearances.
7. Performs miscellaneous job-related duties as assigned.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 6 months of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to calculate numbers, correct entries, and post to records.
• Ability to secure and handle cash.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to gather data, compile information, and prepare reports.