Clerk, Accounting

## Description

**Primary Purpose:** To ensure that invoices and check requests are paid accurately and on time.

**Formal Policy-Setting Responsibilities:** No formal responsibility. The policies associated with the job’s purpose and essential responsibilities are set by others.

**Routine Decision Making:** Decides if invoices, receiving reports and purchase orders have been properly processed and complete, and if not, what additional information needs to be obtained so payments can be processed in a timely manner.

**Formal Supervisory Responsibility:** No formal supervisory responsibility.

**Unusual Working Conditions:** None

Essential Responsibilities and Tasks

**Reviews purchase orders, statements, check requests, and receiving reports for accuracy and completeness.**

• Reviews check requests and manual purchase orders for proper approval, correctness, support, account numbers and accurate payment amount on a daily basis.
• Reviews vendor statements and does research, then communicates findings with vendors by month end.
• Sorts incoming mail daily. Sends non-system PO invoices to appropriate departments. Purchase order invoices are sorted and worked daily.
• Communicates with departments as needed to obtain accurate paperwork, in order to process invoices.

**Inputs invoice and check request information.**

• Assigns vendor numbers and enters check requests into the A/P system on a daily basis.
• Enters purchase order invoices on a daily basis, upon receiving completed documentation from Materials Management.
• Completes credit applications, mails requests for w9's and the tax exemption certificates as needed.

**Print checks and reports, matches checks to invoices and check requests, and then distributes checks.**

• Matches checks to invoices and check requests after each check run. Forwards check register and Void check list to Director of Finance and CFO for review and approval.
• Prints checks weekly and uploads the positive pay file to Commerce for fraud protection.
• Pull over the Business Office Refund Checks and print checks biweekly and uploads the positive pay file to Commerce for fraud protection.
• Submits the Credit Card Vendor file to Commerce for payment weekly.
• Enter Auxiliary checks as submitted monthly.

**Prepares MM accrual batches at month-end, analyzes invoices for proper monthly accrual, and prepares various reports for management. Orders supplies for department, processes 1099s at year-end.**

• Reviews check requests/invoices for monthly accruals by the 10th of the month.
• Prepares monthly Accounts Payable board reports by deadline set by CFO's calendar.
• Order supplies and maintain supply inventory for department weekly, as needed
• Compile and review report for 1099s, then mail by January 31 of the following year. Mail 1096s by deadline.

**Provides support to Director of Finance**

• Assist with Cash reports, AP Trade Balancing, and other reports/distribution as needed.
• Assist with the Monthly Balance Sheet Account reconciliation, enters the account detail and submits the GL support for review to the Director.
• Collects, reviews and inputs the Fixed Assets into the financial software, then submits the FA for final review and approval of initiation of asset to the Director monthly.
• Assists with the Cost report schedules, collects and files support for the data entered into various schedules monthly for final review and approval by the Director.

**Provides support to Payroll**

• Assist with scanning and filing of documents.

**ESSENTIAL PHYSICAL REQUIREMENTS**

• Sedentary Work: Lifting 10# maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Jobs are sedentary; if walking and standing are required only occasionally.
• Light Work: Lifting 20# maximum with frequent lifting and/or carrying of objects weighing up to 10#. Even though the weight lifted may be only a negligible amount, a job is in this category when it requires walking or standing to a significant degree or pushing and pulling of arm and/or leg controls.
• Medium Work: Lifting 100# maximum with frequent lifting and/or carrying of objects weighing up to 25#.

**PHYSICAL DEMANDS**

• Lifting: Raising or lowering an object from one level to another (includes upward pulling).
• Carrying: Transporting an object, usually holding it in hands or arms or on the shoulders.
• Pushing: Exerting force upon an object so that the object moves away from the force (including slapping, striking, kicking, and treadle actions).
• Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking).
• Hearing: Ability to determine audible communication.
• Stooping: Bending the body downward and forward by bending the spine at the waist.
• Kneeling: Bending the legs at the knees to come to rest on the knee or knees.
• Crouching: Bending the body downward and forward by bending the legs and spine.
• Crawling: Moving about on the hands and knees or hands and feet.
• Reaching: Extending the hands and arms in any direction.
• Handling: Seizing, holding, grasping, turning, or otherwise working with the hand or hands (fingering not involved).
• Fingering: Picking, pinching, or otherwise working with the fingers primarily (rather than with the whole hand or arms as in handling).
• Repetitive Motions: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Feeling: Perceiving such attributes of objects and materials as size, shape, temperature, or texture by means of receptors in the skin, particularly those of the finger tips.
• Speaking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Seeing: Obtaining impressions through the eyes of the shape, size, distance, motion, color or other characteristics of objects.
• Acuity, near - clarity of vision at 20 inches or less.
• Depth perception - ability to judge distance and space relationships so as to see objects where and as they actually are.
• Field of vision - area seen up and down or to the right or left while eyes are fixed.
• Accommodations - adjustment of the lens of the eye to bring an object into sharp focus.
• Color vision- the ability to identify and distinguish colors.

**WORKING CONDITIONS**

• Inside: Worker spends approximately 75% or more of time inside.

## Qualifications
**Education and Certification/ Registration Required for the Position**: High school education or equivalent, two years' experience preferred.
**Required Knowledge**: Invoices, purchase orders, and receiving reports.
**Required Skills and Ability:** Ability to operate a 10-key adding machine, typewrite, Windows based computer, meet deadlines, and have good communication skills.