Accounts Payable Clerk

Purpose

The Accounts Payable Clerk works within a team-oriented Finance Department to effectively manage numerous daily tasks in the areas of accounts payable, accounting and financial reporting. A detail-oriented and technology proficient individual who can manage a variety of tasks under specific deadlines and can collect and process data efficiently while ensuring compliance with Metro Parks policies and procedures is required.

Example of Duties

The Accounts Payable Clerk serves in a multi-faceted support role for the Metro Parks Finance Department. Categories of duties entail accounts payable, data entry and verification, reports processing, and related support functions. Assists the Finance Director, Accounting Manager and Payroll Specialist as needed.

Accounts Payable:

Processes invoices received on purchases orders (matches invoice to corresponding purchase order, scans or uploads invoice into accounting software, verifies coding, obtains approval, issues and mails checks).

Issues refund checks for cancelled reservations and employee reimbursements.

Maintains full accounting of all activity related to auto-pay vendors (maintains excel spreadsheet of daily activity, scans or uploads invoice into accounting software, enters invoice and coding into accounting software, records and posts the auto-payment)

Reconciles vendor accounts with monthly statements and works with vendor to rectify any differences.

Corresponds extensively with vendors and park staff regarding invoices, payments, etc.

Processes credit applications for new vendors.

Sets up new vendors in accounting software.

Tracks status of open purchase orders and closes as needed.

Maintains invoice documentation that satisfies audit requirements.

Researches issues relating to expenditures; interfaces with all levels of the organization

Schedules work to meet payment terms of vendors to avoid late charges.

Accounting Support:

Acts as back-up support for other finance department staff.

Performs related clerical duties, answers phone calls and emails, scans, makes copies, etc.

Tracks and reports various expenses.

Performs special projects and other related duties as required or assigned.

Qualifications

Education/Experience: High-school / GED required. Some experience in accounts payable or an equivalent combination of education and experience. Related experience with a local government preferred, but not required. Considerable skill and knowledge in the use of personal computers, Excel, and other Microsoft applications. Excellent problem identification, problem resolution, time management, customer service, communications and interpersonal skills.

Language Skills: Ability to communicate verbally and in writing with coworkers, other professionals, the general public and public officials. Ability to set appropriate priorities, and establish effective working relationships within a work unit. Ability to prepare and maintain accurate reports. Ability to effectively communicate the meaning of non-verbal data and relationships and to explain technical information in everyday language which non-technical people can understand. Communication occurs daily.

Team-Oriented: Outstanding customer service, communications, and interpersonal skills are a must as frequent interaction with park-wide staff is required. A flexible and results-oriented disposition is necessary. Adapting to changing priorities, often under time constraints and with little prior training, will be part of the job.

Attendance: Being present at the Metro Parks headquarters is an essential function and is required as part of a regular 40-hour work week.

Mathematical Skills: Ability to deal with non-verbal symbols in formulas, equations or graphs; ability to prepare meaningful, concise, and accurate reports; ability to calculate fractions, decimals, percentages; ability to recognize errors and make corrections.

Technology Skills: Demonstrated experience using computers, web-based programs, email, internet, intranet, postage machine, Microsoft Office products, Adobe, fax machines, scanners, office and personal printers, multi-line phone systems, and basic office equipment. Ability to learn other relevant computer programs.

Reasoning Ability: Ability to define problems, collect data, establish facts, draw valid conclusions and develop appropriate recommendations to resolve identified problems; ability to proofread technical materials, recognize errors and make corrections; ability to gather, collate and classify information about data, people, and things. Ability to design and produce concise, and accurate reports that provide management with meaningful data for decision-making. Ability to understand broad organizational objectives and provide sophisticated supporting financial data.

Licenses, Registrations: Possession of a valid Ohio driver license, insurable by Metro Parks' insurance carrier, and ability to conform to the driving standards policy as approved by the Board of Park Commissioners.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time, walk/move, talk and hear. The employee is required to use hands and fingers to key data, use calculator, use computer and typewriter, file paperwork, etc.

Work Environment: While performing the regular duties of this job, the employee regularly works in an office environment. Employee may be required to travel to locations throughout Metro Parks.

Other: The ability to maintain effective, positive and beneficial working relationships with Department Directors, Managers, co-workers, other professionals and the general public is required.