Accounts Payable I

SUMMARY

Under the direct supervision of the Accounts Payable Supervisor, the Accounts Payable (AP) Clerk I is responsible for accurate data entry and maintaining up-to-date ledgers for both vendors and employees. This role involves regular collaboration with the Facilities and Purchasing Departments, as well as managers across all departments to ensure timely and accurate processing of accounts payable transactions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Review invoices to ensure proper approval, coding, and compliance with company policies and procedures.
• MATCH INVOICES WITH PURCHASE ORDERS AND RECEIVING DOCUMENTS TO VERIFY ACCURACY PRIOR TO PROCESSING.
• ENTER AND MAINTAIN ACCOUNTS PAYABLE TRANSACTIONS IN THE ACCOUNTING SYSTEM IN A TIMELY AND ACCURATE MANNER.
• RECONCILE VENDOR STATEMENTS AND WORK WITH VENDORS AND INTERNAL DEPARTMENTS TO RESOLVE DISCREPANCIES.
• SUPPORT THE MONTH-END CLOSE PROCESS BY PREPARING AP ACCRUALS AND RECONCILING ACCOUNTS AS NEEDED.
• MANTAIN ORGANIZED AND UP-TO-DATE ACCOUNTS PAYABLE FILES AND DOCUMENTATION.
• AID IN JOURNAL ENTRIES AND GENERAL LEDGER SUPPORT DURING THE CLOSE CYCLE.
• ENSURE ADHERENCE TO INTERNAL CONTROLS, COMPANY POLICIES, AND FINANCIAL REGULATIONS.
• POLICY AND PROCEDURE REFERENCE
• PROVIDE SUPPORT DURING INTERNAL AND EXTERNAL AUDITS BY PREPARING AND SUBMITTING REQUIRED DOCUMENTATION AND REPORTS.
• Demonstrate adherence to and observe all safety policies and procedures, inclusive of infection control rules and regulations.
• Demonstrate the knowledge of domestic violence, child, and dependent abuse protocols.
• Demonstrate cultural sensitivity and competence.
• Maintain and adhere to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

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.

COMPETENCIES

• Strong attention to detail, organizational skills, and the ability to manage multiple tasks in a deadline-driven environment.
• Proficiency in data entry, basic accounting principles, and effective communication.
• Dependable, collaborative, and capable of maintaining confidentiality and professionalism when handling sensitive financial information.

EDUCATION and/or EXPERIENCE

• A high school diploma or equivalent required.
• An Associate degree in Accounting or a related field preferred.
• One year of experience in accounts payable, or general accounting is desired but not required.
• Proficiency in Microsoft Excel and Google Sheets is preferred.

LANGUAGE SKILLS

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

• No certifications, licenses, or registrations required.

OTHER REQUIREMENTS

• Required to pass a criminal history background check and drug screen upon hire.
• Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season.
• Health screening requirements are subject to change based on CDC recommendations and federal, state, and/or local public health ordinances.

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.

WORK ENVIRONMENT

• The work environment described here reflects the conditions an employee may encounter while performing the essential functions of the job.
• Reasonable accommodations may be made for individuals with disabilities.