Accounts Payable Clerk

General Job Description:

Accounts Payable Clerk responsible for performing cost distributions as part of the invoice payment process. They are responsible for receiving, reconciling, and entering data from delivery records, allocating expenses to different cost centers, reconciling invoices prior to vendor payment, and maintaining cost allocation records to ensure that BSC vendors and other entities are paid in an efficient, timely, and accurate manner.. They are also responsible for helping respond to ‘house-level managers’ inquiries regarding posted expenses, assisting with the preparation of journal entries and annual audit reports, providing coverage in the Accounting Department, and other duties as assigned by the Finance & Accounting Manager. They train and support unit-level managers in the appropriate reimbursement, and budget management.They assist with the training and supervision of central level workshifters assigned to the Accounting Department, as needed. They assist with bi-weekly expense reporting, monthly closings, the annual audit process, provide reports to senior management, and perform other tasks, projects, and duties assigned by the Finance & Accounting Manager.

Job Maintenance Tasks:

1. Communicate with CFS and unit-level managers to ensure that all invoices are paid by vendor terms.
2. Processing of all CFS invoices
3. Payment of House Expenses (reimbursements, PO card invoices, individual internet services)
4. Reporting/Oversee House Expenses
5. Acting as a back-up for A/P -related duties, questions, and customer service requests.
6. Set up and maintain thorough and accurate accounts and files, in accordance with BSC policies.
7. Collect and file contracts, IRS forms, and insurance requirements, enter into online log, and monitor contract payments.
8. Reconcile vendor statements; research and correct discrepancies.
9. Prioritize invoices according to cash discount potential and/or payment terms.
10. Compile all required documentation, ensure appropriate coding and approval, and prepare journal entries for the appropriate processing of ACH vendor payments.
11. Respond to all vendor inquiries regarding payments and discrepancies.
12. Assist the Finance & Accounting Manager with monthly closings and the preparation of trial balance for quarterly and annual reporting.
13. Balance weekly Central Food & Supplies summaries and Central Level Workshift journal entries
14. Train unit level managers at the beginning of each semester regarding unit-level finance policies related to the proper maintenance of unit-level budgets, purchase order cards, and reimbursements and provide on-going support, as needed.
15. Prepare and issue purchase order cards for unit-level managers and staff each semester.
16. Assist the Finance & Accounting Manager in the preparation of bi-weekly decentralization reports by generating and inputting relevant expense data.
17. Seek discount opportunities from vendors to reduce expenses (e.g. by managing Costco Card rebates and other discount/rebate opportunities)
18. Under the direction of the Finance & Accounting Manager, prepare and provide analysis for PBC audit schedules related to Accounts Payable and/or other reports, as part of the annual audit process.
19. Assist with the training and supervision of Accounting Department workshifters, in conjunction with the AP specialist..
20. Upload cost distribution batches into the accounting database to appropriately post/distribute charges and assist with the CFS cost distribution process, as needed.
21. Develop custom reports and tools to assist with Accounts Payable and/or other Accounting Department functions, under the direction of and with the assistance of the Finance & Accounting Manager.
22. Other duties as assigned by the Finance & Accounting Manager.

Relationship with Board/Membership:

1. Respond to inquiries from unit-level managers via email, phone, and in person regarding invoices and charges to unit-level accounts.
2. Keep relevant statistics and report to the Board and/or senior management as necessary.

Skills/Knowledge Required for Job Performance:

1. Thorough knowledge of applicable Accounts Payable and general ledger systems, chart of accounts, and generally accepted accounting procedures.
2. Familiarity with and ability to quickly learn and utilize accounting software programs.
3. Intermediate skill using Microsoft Office suite and advanced skill using Excel.
4. Intermediate skill with Google Educational Suite applications (i.e. email, calendar, drive, etc.)
5. Must possess strong organizational, record-keeping, and time management skills.
6. Attention to fine detail and the ability to closely follow established policies and procedures.
7. Ability to prioritize projects and adhere to deadlines.
8. Effective analytical and problem-solving skills.
9. Ability to demonstrate initiative, analyze workflow, and develop recommendations for improvement.
10. Discretion, sound decision-making skills, and the ability to maintain confidentiality.
11. Effective verbal, listening, and written communication skills and the ability to interact with members and co-workers in a professional manner.
12. Fast and accurate use of a 10-key calculator.
13. Ability to type at least 60 wpm.
14. Ability to work both independently and as part of a team in a fast-paced and high volume environment with an emphasis on accuracy and timeliness.
15. The ability to effectively teach, train, and supervise student workers.
16. Desire and ability to work in a student-run, democratic, cooperative organization.
17. Ability to work in a diverse and inclusive work environment.

Entry Level Experience/Education Required:

1. Four years college, preferably in Accounting, Finance, and/or Business Management.
2. Two years Accounts Payable experience.
3. Previous training or supervisory experience preferred.

Additional Requirements: Work is performed in a normal office environment and requires the ability to operate a computer keyboard, 10-key calculator, and engage in repetitive motions.

Term of Job: Indefinite

Expected Hours per Week: Full Time, Non-Exempt

Basic Wage Range: Hourly, Level 8 through 12

Hired by: Staff Hiring Committee

Immediate Supervisor: Accounting/Office Supervisor

Contract: BSC EA

Revised: Fall 2017