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Position Description

POSITION TITLE:  Account Payable Clerk (Non-Exempt)

DEPARTMENT:      Business Office

PURPOSE:  Perform routine accounting work in the accounts payable function.

ESSENTIAL FUNCTIONS:
Perform all aspects of the accounts payable function by matching purchase orders to invoices and entering the invoices into the software according to department policies and deadlines.  Identify errors or discrepancies and resolve before processing.

Prepare checks.  Reconcile accounts payable related accounts; and submit journal entry request to the Comptroller for adjustment to the general ledger.

Act as primary contact within the college for purchase orders, including reviewing requests, preparing and routing for approval and maintaining purchase orders in accounting program.  Scan bills without purchase orders, enter into tracking program, send scanned document to departments for approval and signature; follow up as necessary.

Research and resolve any outstanding balances on accounts, including telephone, mail, or email communications with vendors.

Assist with the sorting and opening of mail.

Enter new or update vendor names and data, send W-9 to vendor, enter ID number into system.

Provide accurate and effective document preparation and records management relative to the accounts payable function in accordance to record retention policies and laws.

Assist in annual audit by preparing assigned reports or providing documentation as directed by the Comptroller.

Maintain a procedure manual of accounts payable tasks as a guide for backup assistance when such assistance becomes necessary.

Research and recommend programs, policies and procedures to improve the effectiveness and efficiency of the account payable function, including new software, internal controls, new electronic payment technologies and customer service.

QUALIFICATIONS:
Mandatory:  Requires high school diploma or equivalent and two years of advanced accounting or bookkeeping work experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.  Requires intermediate computer literacy of word and spreadsheet software and recordkeeping and bookkeeping principles. Must be detail oriented, with accurate data entry skills; must have effective verbal and written communication skills. Must be able to learn college software.

REPORTS TO:
This position reports to the Senior Vice President for Finance and Administration.