Clerk, Accounts Payable

About the Role

Reporting to the Accounts Payable Supervisor, this position provides support to the College’s overall payment processes with a focus on vendor file maintenance, vouchering for payments, addressing and routing department inquiries and requests, and delivering timely and thorough customer service.

Responsibilities

• Organize incoming invoices and statements; receive information and other correspondence.
• Prepare vouchers for payment, including matching invoices and receiving reports promptly.
• Liaise with vendors and College faculty/staff on process status and needed information.
• Review account numbers on invoices for reasonableness and ensure responsible personnel approve invoices and other document transactions.
• Utilize the Banner system and established procedures to set up and maintain vendor files.
• Provide stellar customer service when answering departmental phone calls and responding to accounts payable email inquiries.
• Develop proficiency in the use of all accounts payable systems and procedures in use by the College.
• Assist in training appropriate department personnel in the use of accounts payable systems and procedures.
• Assist with preparing records required to support the accounts payable function for auditing purposes.
• Assist with preparation and reporting of 1099s annually, including maintenance of vendor records, collection of W-9 forms, and corresponding with vendors.
• Research questions, issues, and problems identified by vendors, college employees, or others regarding payments, 1099 statements, or other accounts payable-related items.
• Participate in cross-training of other accounts payable functions.
• Perform miscellaneous duties related to accounts payable, including scanning documents, filing, and maintaining documentation according to the record retention schedule.
• Perform other duties as assigned by the Supervisor, Accounts Payable.

Qualifications

• High School Diploma or equivalent (required).
• One year of comparable professional office experience (required).
• Associate’s Degree in a related field (preferred).

Skills

• Ability to read and comprehend written instructions.
• Ability to communicate effectively in person, via telephone, and through email.
• Ability to work as a member of a team and independently, respect confidentiality, and maintain courtesy in dealing with students, faculty, staff, and visitors.
• Strong organizational and time management skills.
• Proficiency in operating a personal computer and relevant software.
• Collaboration/Teamwork
• Computer Software Skills
• Customer Service
• Data Analysis
• Decision-making
• Interpersonal Skills
• Leadership
• Math Skills
• Multi-tasking
• Written Communication
• Organizational Skills
• Presentation/Public Speaking
• Problem-solving
• Project Management
• Time Management
• Typing/Word Processing

Work Environment

• Regular work outside of normal business hours is not generally required.
• Normal office setting with tasks including sitting, walking, standing, typing, and occasionally lifting and moving files up to approximately 35 lbs.
• No travel required; if travel is needed, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

Expectations

• Will have contact—in person, by email, or by phone—with staff, students, and the general public.
• Must exhibit sensitivity to and understanding of diverse academic, socio-economic, cultural, and ethnic backgrounds, as well as staff and students with disabilities.
• Regular and punctual attendance is an essential function of the role.
• With or without reasonable accommodation, the individual must possess the competencies and be able to perform the essential functions and duties of the job, including specific physical demands.