LOCATION:
Othello Family Clinic 

GENERAL DESCRIPTION: 

The Accounts Payable Clerk is responsible for applying Generally Accepted Accounting Principles and office procedures to ensure that the accounts payable process is performed in an accurate and timely manner. This position, located in the Finance department, is also responsible for the preparation of statements and reports as directed by the Accounting Supervisor, Chief Financial Officer, and Chief Executive Officer.

FUNCTIONAL DUTIES:

The Accounts Payable Clerk will be engaged in the following duties:

1. Maintenance of the accounts payable ledger
2. Processing checks on a weekly basis
3. Prepare Credit Card Purchases Balancing
4. Preparing tax reports as well as other assigned reports
5. Accounts Payable Scanning
6. Maintenance of the cash ledger
7. Provide coverage and backup to Purchasing Clerk.
8. Perform other duties as assigned by the Accounting Supervisor, CFO and CEO.

SPECIFIC DUTIES:

1. Maintenance of the accounts payable ledger
• Receive invoices from mail clerk and other sources
• Match invoices to proper backup documentation and review backup for proper approval
• Review and/or determine appropriate General Ledger coding for payables.
• Input invoices into accounting system in a timely manner so that financial statements and other reports can be easily prepared when needed.
• Investigate problems that vendors and/or Purchasing present related to account statements or invoices
• Monitor aged AP ledger for past due payables that were omitted from proper check run.
2. Process checks on a weekly basis
• Coordinate check run with CFO
• Select and pay all invoices due for payment on a twice-weekly basis
• Pay only those payments due within current payment cycle
• Mail checks with proper backup within 24 hours of check signing
• Maintain a filing system for current and past records that provides easy access for historical necessities and audits.
3. Prepare Credit Card Purchases Balancing
• Research unsupported charges
• Setup/Maintain Auto-pay accounts
4. Maintenance of the cash ledger – back-up role
• Prepare and execute daily bank deposit
• Code deposits to cash ledger
• Research unknown deposits/withdrawals to determine proper coding
• Maintain cash/change box to provide adequate change for cashiers
5. Accounts Payable Scanning
• Ensure A/P documents are scanned and indexed timely
• Maintain filing system for quick reference of scanned information
6. Preparing tax reports
• Prepare and file B&O tax return in a timely manner
7. Provide coverage and backup
• Provide back-up to the Purchasing Clerk
• Cross-train on a regular basis to ensure competency in other accounting duties

PERFORMANCE REQUIREMENTS:

1. Ability to collect, research, and analyze data
2. Ability to work with established accounting standards and procedures
3. Working knowledge of standard office equipment
4. Ability to work independently, but with frequent interruptions
5. High degree of accuracy and the ability to detect errors in correspondence, records, statistics, and clerical procedures

PHYSICAL DEMANDS:

1. Ability to walk, sit, use hands, fingers, reach with arms, talk, and hear frequently.  Ability to stand, stoop, kneel, crouch, or crawl infrequently throughout the day.  Ability to lift up to 10 pounds.

VISION REQUIREMENTS:

1. Close vision (clear vision at 20 inches or less)
2. Distance vision (clear vision at 20 feet or more)
3. Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
4. Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)
5. Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

QUALIFICATIONS:

1. Associate’s degree (A.A.) from two-year college or technical school, or equivalent work experience

JOB RELATIONSHIPS:

SUPERVISOR:                            Accounting Supervisor

CO-WORKERS:                          Most corporate employees

EMPLOYEES SUPERVISED:       None