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Accounts Payable Clerk

REPORTS TO:         Sr. Manager, Finance and Administration

 

The Accounts Payable Clerk, Finance & Administration is responsible for performing a range of accounting and clerical tasks related to the accounts payable function. 

DEFINITION:

The Accounts Payable Clerk, Finance & Administration is responsible for performing a range of accounting and clerical tasks related to the accounts payable function. 

DISTINGUISHING CHARACTERISTICS:

This is a non-exempt administrative level support position located in Modesto, CA.

ESSENTIAL DUTIES: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties.

Corporate-Wide Accounts Payable:

  • Accurately review, code, and process vendor invoices.
  • Review and reconcile invoice discrepancies.
  • Reconcile processed work by verifying entries and comparing system reports to balances. 
  • Ensure credit is received for outstanding memos.
  • Assemble invoices and checks for signature and payment.
  • Maintain copies of invoices or correspondence necessary for files. 
  • Request stop-payments or void checks.
  • Coordinate and ensure adherence to Internal Control Policy Manual with regards to backup documentation, check signatures and disbursement of funds.
  • Answer accounts payable phone calls and follow up on inquiries.
  • Process new vendor requests.
  • Establish and maintain positive relationships with all vendors.
  • Prepare annual Form 1099 information and returns.
  • Maintain vendor files and ensure all vendor files have an up-to-date W-9.
  • Confirm that vendors have a current contract on file prior to payment.
  • Assist in all audits (internal, external, compliance, etc.) by finding, organizing and providing materials. Provide onsite support during audit field work.

Corporate-Wide Office Administration:

  • Provide exceptional customer service to our internal and external customers.
  • Scan all contracts and related documents into SharePoint.
  • Provide back-up for Administrative Support Technician for front desk operations.
  • Perform other related duties as assigned.

QUALIFICATIONS:

Knowledge of:

  • Operating standard office equipment including computer, copy machine, scanner, and fax machine.
  • Proficient in Microsoft Office with advanced skills in Excel and Word
  • Mathematics, accounting and finance principles and their applications as they relate to GAAP.
  • Familiarity with accounting ERP systems.
  • English grammar, spelling and punctuation.

Skill in:

  • Posting, balancing and reconciling basic accounting records
  • Maintaining accurate records with strong organizational and analytical ability.  Must be detail oriented and capable of multi-tasking.
  • General clerical and bookkeeping/accounting skills.
  • Understanding and carrying out oral and written instructions
  • Establishing and maintaining effective working relationships with those contacted in the course of the work.
  • Using initiative and judgment, within established guidelines, to determine appropriate confidentiality of materials and information.

OTHER REQUIREMENTS:

  • Desire and ability to work across the organization, building consensus as a committed team player.

ILLUSTRATIVE EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

An AA/AS degree in accounting or business administration or 5-7 years of related experience.

PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:

  • Ability to work at a computer for extended periods of time.
  • Vision sufficient to read handwritten and printed documents and computer screens.
  • Speech and hearing sufficient to communicate by phone and in person
  • Manual dexterity sufficient to use a variety of office equipment and tools, computer keyboards, and to manipulate papers.
  • May lift up to 30 pounds (15 kilos) and manipulate heavier objects using dollies.