TEST SBAccounts Payable Clerk - Finance

Moraine Valley Community College; Palos Hills (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

Moraine Valley Community College seeks an Accounts Payable Clerk to perform routine AP procedures under the Accounts Payable Manager, ensuring invoices are authorized, coded correctly, and processed timely.

You will open AP mail, verify against POs, post payments by batch, reconcile vendor statements, and maintain AP records for auditors, while coordinating with departments to keep accounts current. Proficiency in Excel, Word, and Outlook is required.

Qualifications

• Demonstrated knowledge of Accounts Payable and Purchasing procedures.
• Must possess computer and data entry skills including Excel, Word and Outlook.
• Must possess knowledge of basic accounting principles.
• Must possess good computational, communication, interpersonal, and organizational skills.

Responsibilities

• Audit invoices for proper authorization and budget codes.
• Open and process incoming AP mail.
• Verify payment requests against POs and receipts.
• Handle correspondence with vendors and resolve AP issues.
• Enter checks and post payments by batches, run reports, and audit data input.

Skills

Accounts Payable procedures

Purchasing procedures

Data entry

Microsoft Excel

Microsoft Word

Outlook

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Duties

Summary Under the direction of the Accounts Payable Manager, performs a variety of routine standardized procedures relating to the Accounts Payable function. The Accounts Payable Clerk is dedicated to the learning college concepts by developing programs and facilitating activities that promote student success and lifelong learning. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 1. Maintain control over accounts payable by auditing invoices for all departments of the college. Check invoices for proper authorization and institutional budget and object codes. 2. Open and process all incoming Accounts Payable mail. 3. Verify requests for payment of invoices, including receipt of material and supplies against purchase orders; verify extension of invoices and charge correct institutional budget codes. 4. Handle all correspondence with vendors, respond to inquiries, and resolve problems that arise among college employees pertaining to account payable items. 5. Perform computer data entry of checks to be disbursed from approved invoices and process said payments accurately and timely by batches; post batches/run reports; and audit report prior to check run to verify accuracy of data input. 6. Check and balance data entry of payments; verify and audit monthly reports of checks to be drawn and approved by Board for accuracy of data input. 7. Maintain various reports, files, and documentation, including AP records for auditors, contractual agreements/independent contractor forms, cross reference of invoices by purchase order and vendor name, files of posted invoices. 8. Match checks to backup documentation and mail checks to vendors. 9. Prepare, audit, and data entry of special checks processed on a weekly basis, such as memberships, dues, utilities, employees, students, etc. 10. Reconcile and maintain vendor monthly statements to keep vendor accounts current. 11. Audit monthly report of purchase orders and follow with various college departments to keep current and maintain timeliness of processing; maintain vendor account balance records for departments on open purchase orders. 12. Verify, audit, and process requests for payment of all employees related expenses (travel, meeting, reimbursement) in accordance with the college travel policy or other institutional guidelines; maintain spreadsheet/records of advance funding approved and paid to individuals related to college functions. 13. Audit and process requests related to student reimbursements (international agencies, housing refunds, childcare, etc.). 14. Reconcile and balance receipts and any advance money previously issued to individuals form departments prior to depositing at Cashier’s Office. 15. Post receipts and disbursements within all funds. 16. Maintain working relationships with Payroll, Human Resources, Cashier’s Office, and Financial Aid to audit, input and process employee and student information.

Qualifications

• Demonstrated knowledge of all Accounts Payable and Purchasing procedures with good judgement and analysis.
• Must possess computer and data entry skills, including Microsoft Excel, Word and Outlook.
• Must possess knowledge of basic accounting principles.
• Must possess good computational, communication, interpersonal, and organizational skills.
• Comply with the GLB Act requirements for the protection and privacy of financial information.
• Comply with the PCI DSS data security standards for credit card payments and transaction processing.
• Comply with the FTC Red Flag Rule requirements to protect against identity theft.
• Ability to use a computer and 10 key calculator
• Ability to work independently and exercise good judgement.