Accounts Payable Clerk

St. Labre Indian School Educational Association

Pretty Eagle Catholic Academy

St. Charles Mission School

Job Description

Job Title :                 Accounts Payable Clerk

Department :            Finance

Reports To :              Chief Financial Officer (CFO) / Assistant Treasurer

FLSA Status :           Nonexempt - 12-month position

Salary Grade :          6B ($16.24-$19.09-$21.93) / hr.

Approved Date :        07 / 01 / 2022

SUMMARY

Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Indicates the non-essential duties and responsibilities.  Nothing in this job description restricts St. Labre's right to assign or reassign duties and responsibilities to this job at any time.

ACCOUNTS PAYABLE

Receives and verifies invoices for goods and services.

Checks all invoices for proper authorization from department supervisors or their designated staff.

Checks coding of invoices to the proper accounts and cost centers.

Prepares batches of invoices for data entry.

Monitors discount opportunities.

Resolves invoices or payment discrepancies, insuring credit is received, issues stop-payment on checks in the online banking system with assistant treasurer approval. Completes void check process.

Enters invoices for payment.

Prepares all checks for signatures on a timely basis.

Attaches all invoices and documentation to checks for signature.

Mail checks to vendors on a timely basis.

Responsible for solving disputes, question about invoices, late payments, and vendor statements with vendors.

Responsible for filing paid invoices with copies of checks alphabetically.

Prepares manual checks as and when required.

Maintains subsidiary record of accounts payable and reconcile with the general ledger.

Reconciles unpaid invoices to vendor detail records on a monthly basis.

For new vendors-requests completed W-9 and completes a Google search on new vendors.

Review uncashed checks, communicate with vendor and determine if check needs reissued.

Review vendors at year-end and prepare required 1099’s.

Protects organization’s value by keeping information confidential.

FINANCIAL AND ACCOUNTING

Enters data for the General Ledger as directed (including checks & reimbursements).

Maintains the check register for the operating account.

Reconcile imprest accounts monthly.

Maintain the organization’s long distance calling codes.

Review deposits made by the Donor Relations Department to calculate the monthly revenue accrual and reversal.

Submits financial reports to the accountant for review.

Makes copies of invoices, checks and other documentation related to all capital expenditures and restricted funds.

Copy checks, draws up deposit slips, makes deposits and gives deposit slips to person handling the accounts.

ONGOING PROJECTS

1.  Responsible for keeping the Procedure Manual for Accounts Payable current.

2.  Reconciles travel advances and follows up on those employees that have not submitted their travel reports on a timely basis.

Vehicles

Updates fleet vehicle master list.

Renews vehicle registrations yearly.

Maintains up-to-date insurance records on all vehicles.

Maintains titles for all vehicles keeping a copy of current registrations for vehicles.

OTHER RESPONSIBILITIES

Prepares and processes assigned accounting documents.

Reviews reports for accuracy and necessary corrections.

Reconciles routine reports and records.

Research causes of discrepancies, pointing out apparent inconsistencies or errors, taking action to ensure accounts balance.

Monitors and maintains detailed records of assigned accounts, logs, and records.

Prepares recaps periodically.

Distributes required information to appropriate destination.

Assists association directors and other employees with processing of reimbursements and questions about charges to their accounts.

Orders supplies.

Counts various cash and coin for deposit.

Posts and updates transactions, identifying accounts affected, debit and credit entries to be made, and assigns proper codes.

Generates computer reports and checks.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE

High school diploma; and one to six months related experience and / or training preferred; or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to read, analyze, and interpret general business documents such as vendor invoices, special payment instructions, operating and maintenance instructions, and procedure manuals.

Working knowledge of bookkeeping theories and practices and accepted office procedures.

Ability to maintain a high level of accuracy in preparing and entering financial information.

Ability to perform a volume of numerical detail work with speed and accuracy, to make difficult mathematical computations with and without mechanical assistance (ability to operate a calculator by touch).

Ability to prepare financial and other records in a systematic, neat, and legible manner.

Have computer skills including the ability to operate computerized accounting, spreadsheet and word-processing programs, and e-mail at a highly proficient level.

Ability to establish and maintain effective working relationships with co-workers and administration.

Honest and trustworthy, possess cultural awareness and sensitivity, ability to maintain confidentiality concerning financial and employee files.

Respects the teachings of the gospel of Jesus Christ in private, personal, and public life.

Commitment to the mission of the Roman Catholic Church in Native American education.

Sensitivity to and appreciation of Native American people and their cultures.

Ability to serve as an appropriate role model for students.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Montana driver’s license required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and / or move up to 25 pounds.  Specific vision abilities required by this job include close vision while inputting data in computer and preparing and reviewing documents.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.