Keystone Symposia

Job Description

Job Title:Office Coordinator / Accounts Payable Clerk

Department:Finance

Reports To:Pam Daugherty/Chief Financial Officer

FLSA Status:Non-Exempt – Full-time 40/hours/week

Prepared By:Human Resources

Prepared Date:May 1, 2018

Position Held By:

SUMMARY

The Office Coordinator / A/P Clerk will be responsible forcompiling, processing and maintaining accounts payable records and will perform various administrative tasks while supporting the Chief Financial Officer and accounting staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Administration

  • Responsible for processing weekly accounts payable which includes coding invoices and verifying approvals on all invoices and check requests.
  • Audit and verify employee expense reports adhere to Keystone Symposia’s Employee Travel Reimbursement Policy.
  • Responsible for maintaining and monitoring the purchase order log.
  • Responsible for organization, storage and destruction of all files for the whole organization
  • Assist with scheduling meetings, scheduling conference calls and booking of travel forall departments within the organization as needed.
  • Assist with coordinating various office meetings and transcribing notes. Will also assist with coordinating meetings and transcribing notes in the absence of the Executive Administrative Assistant or other Administrative Assistants in the office.
  • Coordinate picking up and dropping off of daily mail.
  • Assist in coordinating staff functions such as lunches, parties, retreats and volunteer work.
  • Assist Finance Assistant with payment of speaker subsidies and scholarship payments.
  • Budget and order all office and kitchen supplies.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates degree (A.A) or equivalent from a two year college or technical school; or two to five yearsAccounting or Bookkeeping experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to use Microsoft excel and word effectively.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and distance vision.

ADDITIONAL REQUIREMENTS

Ability to work with team members and coworkers in a positive, supportive, efficient and friendly manner. Strong work ethics that support willingness to handle multiple task with efficiency and accuracy.