Accounts Payable/Accounting Clerk
Classification Title: Accounts Payable/Accounting Clerk
Classification: Non-exempt
Reports to: Controller
GENERAL STATEMENT OF JOB
The Accounts Payable/Accounting Clerk processes payables invoices for payment, including tracking and ensuring accuracy of vendor invoices, general ledger coding, data entry and timely check processing for payment. Responsibilities also include finance and accounting responsibilities in Accounts Payable, general accounting duties (journal entry posting, account analyses, etc.), and some Billing/Accounts Receivable duties as deemed necessary.
MINIMUM EDUCATION, TRAINING, REQUIREMENTS AND PREREQUISITES
· High School diploma or equivalent required
· Two years accounts payable experience
· Associates Degree in accounting or business preferred
· Ability to observe health and safety regulations
· Valid Virginia Drivers’ License and proof of insurance
· Satisfactory Driving Record
· Microsoft Office proficiency
· Knowledge of business office operations and administrative clerical operations
· Problem solving skills - ability to identify and resolve problems in a timely manner and gather and analyze information skillfully
· Interpersonal skills - ability to maintain confidentiality, remain open to others ideas, and exhibit willingness to try new things and to work closely with all levels of agency employees
· Written communication skills – edits work for spelling and grammar, presents numerical data effectively and able to read and interpret written information
· Oral communication skills – speaks clearly and persuasively in positive or negative situations
· Planning and organizing skills - ability to plan and organize work, use time efficiently and develop realistic action plans
· Quality Control – ability to demonstrate accuracy and thoroughness and monitor own work to ensure quality
· Adaptability - ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events, as well as willingness to accept new challenges/assignments
· Dependability - consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
· Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly
SPECIFIC DUTIES AND RESPONSIBILITIES
Essential Functions: May be required to perform any of the following duties:
· Receives vendor invoices by mail, email or fax
· Reviews invoices for clerical accuracy and improper charges, including sales tax
· Assigns general ledger coding to invoices, or verifies coding assigned by others to ensure costs are properly charged to the correct program(s)/location(s)
· Enters payables into accounting software system
· Submits invoices to Accounting Manager/CFO for review and approval
· Prints and remits checks to vendors in a timely fashion
· Pays monthly recurring payables (rents, etc.) in a timely fashion
· Follows up with vendors on any questionable or incorrect invoices
· Develops system to ensure that all regular monthly invoices for all locations (utilities, cleaning, etc.) are received and processed in a timely fashion
· Prepares annual Forms 1099 for vendor payments
· Researches AP issues and prepares expense account analyses as requested by management
· Takes AP phone calls from vendors and others
· Ensures timely refunds are received from any vendors as appropriate.
· Processes monthly payments to Foster Parents and Family Care Home providers, including checks and direct deposit
· Maintains independent contractor contracts and processes bi-weekly payments
· Maintains bank direct deposit information for Foster Parents, Family Care Home Providers and independent contractors
· Processes monthly journal entries as assigned by Accounting Manager
· Serves as back-up for some Accounts Receivable functions including invoicing localities and Medicaid
· Maintains neat, orderly AP files
· Ensures Forms W-9 are obtained from vendors when appropriate
· Works closely with Facilities Manager to ensure invoicing for facilities agrees to the appropriate contracts
· Eliminates service charges or late payment fees except when beyond control of the position
· Assists Accounting Manager and CFO with special projects as needed
Other Job Functions:
· Assists Accounting Manager with updating policies and procedures
· Works with Accounting Manager to improve AP processes and procedures
· Attends training as requested by supervisor
· Attends agency meetings
· Takes mail to Post Office as backup to Accounting Manager
· Performs other related duties as required and assigned
SUMMARY OF PHYSICAL, SENSORY AND ENVIRONMENTAL REQUIREMENTS NEEDED TO PERFORM ESSENTIAL JOB DUTIES
Rev. 03/10/14
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Accounts Payable/Accounting Clerk
Not Applicable
Rarely = (less than ½ hour per day)
Occasionally = (1/2 - 2.5 hours per day)
Frequently = (2.5 - 5.5 hours per day)
Continually = (5.5 - 8 hours per day)
Rev. 03/10/14
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Accounts Payable/Accounting Clerk
Physical Requirements
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Accounts Payable/Accounting Clerk
1. Lifting: Up to 40 lbs.
2. Carrying: Up to 40 lbs.
3. Pushing/Pulling: Up to 40 lbs.
4. Use of Equipment:
a. Computer, telephone, copier, agency vehicle, fax, typewriter
5. Sitting: Frequently
6. Standing: Frequently
7. Walking: Frequently
8. Bending: Occasionally
9. Stooping: Occasionally
10. Crawling: Not Applicable
11. Climbing: Occasionally
12. Reaching above head: Frequently
13. Grasping:
a. One hand: Frequently
b. Both hands: Frequently
14. Fine Manipulating:
a. One hand: Frequently
- Both hands: Frequently
Rev. October 1, 2008 Printed: 10:37:55 AM
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Accounts Payable/Accounting Clerk
Rev. October 1, 2008 Printed: 10:37:55 AM
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Accounts Payable/Accounting Clerk
Environmental Requirements
- Exposed to marked changes in temperature: Occasionally
- Outside work: Occasionally
- Exposure to dust, fumes, odors, water, etc.: Occasionally
- Exposure to biological, mechanical, electrical and/or chemical hazards: Not applicable
- Normal (inside) environment: Continuously
- Noise: Occasionally
Sensory Requirements
1. Eyesight:
- Normal/corrected: Necessary
- Close eye work: Necessary
c. Other:
2. Hearing:
- Normal tones: Necessary
b. Soft tones: Necessary
c. Other:
- Distinguish Smells: Not necessary
4. Distinguish Temperatures:
- Touch: Not necessary
- Proximity: Not necessary
Acknowledgment
Acknowledgment
This job description reflects Lutheran Family Services of Virginia, Inc.’s best effort to describe the essential functions, other functions and qualifications of the job described. It is not to be construed as an exhaustive statement of all duties, responsibilities or qualifications of the job, and does not limit the assignment of additional duties. This is not intended to be a contract.
I have read, understand, and accept the duties, standards, and expectations required of this position. I have reviewed the attached Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties and affirm that I am able to perform the duties required of this position. I hereby affirm my good-faith compliance with all Agency policies and procedures.
Signature
Print Name
Date
Rev. 03/10/14
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