Accounts Payable Clerk

JOB SUMMARY

The Entry level Accounts Payable Clerk is responsible for ensuring that all disbursements are made in a timely manner and are for items or services which the corporation has received, have been appropriately coded, and that internal control rules were followed. The Accounts Payable Clerk level requires zero to one year experience in an accounts payable role.

ESSENTIAL JOB DUTIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Invoices received are paid timely in accordance with GLBHC policies and procedures (40%)

• Work cross functionally with other departments to assure invoices meet GLBHC AP policies and procedures
• Verify ALL invoices have been budgeted and meet internal controls
• Protect the organization by keeping information confidential
• Receive, reconcile and process invoices
• Audit or assign general ledger coding for all payments, proper site, department, funder, project codes and GL expense
• Communicate with internal department and vendors regarding any discrepancies

1. Monthly reconciliation of vendor Credit Cards and Vendor Statements (5%)

• Verify there are charge slips/invoices for every transaction on statement
• Make sure each individual transaction meets all AP policies and procedures
• Enter each transaction into software system
• Confirm software system balances to statements for proper payment

1. Process GLBHC and Contract Pharmacy Invoices and Bi-Monthly payment on time (15%)

• Process all internal pharmacy invoices as received, insuring procurement policy is followed
• Audit all invoices received and input match bi-monthly statements
• Download and attach invoices into accounting software for contracted pharmacies
• Pay pharmacy vendors via ACH bi-monthly assuring payment meets deadlines

1. Process weekly ACH and check payments (5%)

• Determine vendors/invoices to be paid weekly
• Assure proper approvals are attained for weekly check processing
• Process all payments timely
• Ensure proper backup is sent with payment when required

1. Oversee Operating Bank Accounts (5%)

• Assure daily balances are positive
• Monitor for fraudulent activity
• Monitor and process transactions through the Positive Pay application
• Assure resources for bi-weekly payroll are met

1. Process daily EFT’s received and checks deposits (15%)

• Complete and balance daily ACH cash receipts journal for G/L revenue accounts
• Access designated websites to retrieve EFT deposit and corresponding back-up for our audit files
• Sort, code and post and deposit all checks received into accounting software
• Scan check deposits to GLBHC bank accounts daily
• Ensure all accounts are updated in Receipts Journal

1. Assist AP/Grants Manager with Approved Vendor list. (5%)

• Assist in input of new Vendors after application has been reviewed and approved
• Review periodically list for updating

1. Keep AP files organized, neat and up to date (5%)

• File paid invoice weekly
• Create new files as needed to keep records neat
• Move old files to storage after fiscal yearend audit

1. Field vendor and GLBHC staff calls in regards to payments sent and received (5%)

• Research information to verify invoice in question is paid
• Research documents to verify receipt of funds by GLBHC or vendor
• Research as needed for receipt of invoice

Note:  This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job.  Duties, responsibilities and activities may change at any time with or without notice.

JOB DUTIES

Majority of the job duties are regular, established and self-directed/prioritized.  Accounts Payable is a repetitive cycle that each week needs to be organized and prioritized to ensure timely processing. The AP clerk performs these with little or no direction. General assignments are given, with a general deadline, but usually without a lot of guidance on how to complete them. Non-routine work assignments are given by Manager, Supervisor, or higher for auditing purposes on a monthly, quarterly or annual basis. Most responsibilities need to be met on a weekly or monthly basis and can almost always be self-prioritized.  The AP Clerk will establish their own work flow and organization of processing to meet the required dues dates of the vendor. Direct Guidance or supervision from manager or leader will be given occasionally. Annually the work is reviewed during preparation for the financial audit by the Controller and CFO. Work usually follows an established pattern.  Organizing and prioritizing is done on a daily basis to insure job completion for each week due dates. The Accounts Payable Clerk level requires zero to one year experience in an accounts payable role.

JOB SPECIFICATIONS & REQUIREMENTS

1. Education: Formal education necessary would include a high school diploma and some additional education, but a four-year degree is not required. An associates or certificate/proof of classes in general accounting and bookkeeping is required, or equivalent experience. Employee requires thorough knowledge and understanding of the theory behind the financial profession in order to perform their own work. No further expertise is required other than what can be learned on the job within a year
2. Experience The Accounts Payable Clerk level requires zero to one year experience in an accounts payable role. The Accounts Payable Coordinator level requires one to three years’ experience in an accounts payable role. The Accounts Payable Specialist level requires three to five years’ experience in an accounts payable role.
3. Knowledge: The employee will be competent in word processing, spreadsheet, database and email and internet applications.  They will be competent in accounting software applications. The ideal employee would demonstrate a significant amount of initiative and analytical thinking. GLBHC accounts payable is very diverse and has many factors with the amount of sites and departments they service. Expect 6+ months for an employee with only the necessary qualifications to learn the job efficiently.  For someone to step in and almost immediately perform all of the duties of the AP Specialists, the requirement would be 5 to 10 years accounts payable experience in a multi-site /department organization, with some accounts receivable experience. Senior levels will need to possess all of this knowledge and need to have proven they have exceeded these expectations.
4. Skills: Strong data entry skills; ability to input a high volume of Information accurately. Adept math skills with strong ability to perform reconciliation functions. Organized and detail oriented. Must have good computer skills, proficiency with Outlook, Word and Excel. Proficient 10 key skills. Ability to multi-task and provide a high level of productivity while maintaining accuracy. Must be able to work under pressure. Understand Accounts Payable process. Desire to learn and master new things, seek help when needed and willingly assist others in time of need. The Senior levels will have to show that they have mastered the skills above and are able to move to the next level meeting criteria of next level as described above.
5. Abilities: Trainable and able to follow specific instructions.  Ability to communicate effectively with other staff, vendors, and Management. Able to work with limited supervision and keep current with all job duties. Senior Level staff must show that they have the ability to move to the next level assisting the Controller in duties as needed and can work with no supervision and are willing and able to take on more responsibilities in the department. Ability to treat everyone with respect.
6. Physical Effort: Must be able to do a combination of sitting, standing, and or walking for an entire workday. Must be able to lift, push, and or pull up to twenty-five (25) lbs. on occasion.
7. Hours of Work: Full-time. Flexible and varied.
8. Travel: Occasional travel may be required. Mileage and travel reimbursement according to GLBHC travel policy.
9. Licensure: N/A

PREFERRED JOB SPECIFICATIONS

1. Education: Associates degree with five 5+ years Accounts Payable and/or Purchasing experience in a multi-site /department organization
2. Experience: Experience in the Healthcare industry

GLBHC is an equal opportunity employer and prohibits discrimination and or harassment based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and or local laws.