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The Accounts Payable (A/P) Clerk is primarily responsible for the completion of A/P input with correct account codes into financial system software, including inbound documentation control and data entry into the financial system. This position is also directly responsible for supporting data entry and related duties in disbursing non-payroll accounts payable to individuals, suppliers, corporations, and other entities.
Essential Duties and Responsibilities
The following list of duties is representative of those performed within this position and not intended to be all inclusive. Other duties may be assigned as necessary.
- Collaborate with Accountant and Director of Finance to maintain general A/P performance levels.
- A/P logging responsibilities, including inbound documentation control and related required data entry to the financial system.
- Obtain approval for disbursements and ensure that expenditures do not exceed available budgets.
- Audit purchase requests for materials, supplies, equipment, and other collateral; verify that orders are charged to the proper accounts.
- Post and reconcile City payments to general ledgers, ensuring the accuracy of account codes.
- Review bills to the City for potential errors and/or discrepancies.
- Maintain proper backup files for research and reference.
- Investigate and resolve billing discrepancies or misapplied cash transactions.
- Balance daily A/P batches; prepare and distribute payment reports and statistics to key personnel.
- Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its business partners.
- Investigate payment problems while following corporate A/P policies and procedures.
- Assist in other duties as needed and directed.
- Maintain historical records by filing documents in a timely manner.
Knowledge Skills and Abilities
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
- Direct experience in an A/P capacity.
- Ability to read and interpret documents such as operating and maintenance instructions, safety rules, and procedure manuals.
Minimum Requirements – Education Certification and Experience
- At a minimum an Associate’s degree in Accounting, Finance or Business Administration, or related field, and one to two years of experience, or equivalent combination.
- The majority of work is performed in a normal office environment with little exposure to excessive noise, dust, temperature, etc.
- While performing the duties of this job, the employee is regularly required to sit and operate a personal computer or calculator for long periods of time.
- Required to use hands and arms to operate other office machines.
- Ability to communicate via telephone and/or in person with employees, vendors, and citizens.
The above statements are intended to describe the general nature and level of the work being performed. They are not intended to be construed as an all-inclusive list of all duties, responsibilities and skills required for the position.
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