Accounts Payable Clerk

Accounts Payable Clerk

The Accounts Payable (A/P) Clerk is responsible for ensuring the accurate, timely, and efficient processing of accounts payable transactions in accordance with Authority policies, internal controls, and applicable accounting standards. This position performs a variety of administrative and accounting duties that support the Accounts Payable function, maintains vendor records, assists with payment processing and reconciliations, and provides excellent customer service to internal and external stakeholders.

Essential Job Functions

Invoice Processing

• Receive, open, sort, date-stamp, and distribute incoming Accounts Payable mail.
• Scan and electronically maintain invoices and vendor documentation, ensuring accurate electronic recordkeeping.
• Process purchase order (PO) and non-purchase order invoices in the Authority's ERP system.
• Verify invoice accuracy by matching invoices to purchase orders, receiving documentation, vendor information, quantities, pricing, and applicable approvals.
• Prepare and review invoice batch edit reports prior to posting.

Payment Processing

• Prepare check requests and obtain required approvals.
• Process approved check requests within the ERP system.
• Assist with the weekly payables disbursement process, including assembling payment packets, matching supporting documentation, and preparing payments, with remittance documentation, for distribution.
• Issue manual checks as authorized by the Manager of Accounts Payable.
• Maintain accurate reports and payment records.

Vendor & Account Maintenance

• Maintain electronic and hard-copy vendor files, including IRS Forms W-9 and payment documentation.
• Respond professionally to vendor and employee inquiries regarding invoices and payments.
• Research and resolve invoice discrepancies and payment issues.
• Reconcile vendor statements and identify outstanding items.
• Collaborate with multiple HART departments, and HART vendors, to resolve invoice, purchase order, receiving documentation, and payment issues.
• Support month-end and year-end closing activities.

Administrative Support

• Maintain organized filing systems in accordance with records retention requirements.
• Safeguard confidential financial information.
• Perform duties in compliance with internal controls, HART Accounts Payable – Standard Operating Procedures (SOP), Florida Statutes - Local Government Prompt Payment Act § View phone number on click.appcast.io, US Generally Accepted Accounting Principles (GAAP) and applicable laws, securing financial integrity and delivering responsive, stakeholder-focused service.

Marginal Functions:

• Performs other work-related duties as assigned.

Requirements:

Education and Experience:

Minimum Qualifications

• High school diploma or GED.
• Three (3) years of progressively responsible Accounts Payable experience.
• Experience using ERP or integrated financial management systems.
• Proficiency with Microsoft Excel, Outlook, and Word.

Preferred Qualifications

• Associate degree in Accounting, Finance, or Business Administration.
• Government or public sector accounting experience.
• Experience with governmental procurement and grant-funded expenditures.
• Knowledge of Florida's Local Government Prompt Payment Act.
• Advanced Microsoft Excel skills.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Qualifications:

Knowledge

• Accounts payable principles and practices.
• GAAP.
• Internal controls and financial recordkeeping.
• ERP financial systems.
• Microsoft Office applications, especially Excel.

Skills

• Accurate data entry and 10-key proficiency.
• Financial reconciliation and problem-solving.
• Organization and time management.
• Written and verbal communication.
• Customer service.
• Attention to detail.

Abilities

• Maintain confidentiality.
• Prioritize multiple assignments and meet deadlines.
• Work independently and collaboratively.
• Interpret policies and procedures.
• Adapt to changing priorities.
• Exercise sound judgment.

Physical Demands/Work Environment:

• Work is performed in a standard office environment.
• Ability to hear, see, speak, and perceive color, depth and texture.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
• May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise and physical harm.

It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for:

• Adhering to stated policies and procedures relating to health and safety, security, and quality management.
• Recognizing and reporting all accidents and hazardous conditions.
• Assisting in the development of workplace safety procedures for their respective departments.
• Promoting workplace safety procedures within their department.
• Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

EEO Compliance : HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or other status protected by Federal or State law.

ADA Compliance : Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.