Accounting Clerk

Summary

The Accounting Clerk will be critical in recording accounting transactions for the Army West Point Athletic Association (“AWPAA”) Business Office. Working closely with the Senior Accountant, Staff Accountant, Associate Athletic Director, and Chief Financial Officer, the position will primarily focus on accounts payable, purchase orders, staff reimbursements, and Academy and related party transactions. This position requires a working knowledge of U.S. Generally Accepted Accounting Principles, attention to detail, sensitivity to tight deadlines and the ability to multi-task.

Scope of Impact

The responsibilities of this position are integral to the success of the AWPAA Business Office.  The accounting clerk’s duties directly impact the timeliness and accuracy of processing purchasing requests and vendor payments.  The accuracy of data input into Business Central dictates the ability of the business Office to complete monthly, quarterly, and annual reports.  

Level of Decision Making

The position is designed to follow the rules and procedures outlined in the AWPAA Accounting Manual. This is imperative as failure to do so can have a negative impact on the annual audit; the results of which are reported to the AWPAA Board of Directors Audit Committee. It is important that this position maintains a high level of procedural and fiscal integrity.

Success Factors

Success in this position will be evaluated by the Supervisor on the employee’s performance in a variety of areas, including but not limited to: Commitment to AWPAA Mission, Vision and Values; and supporting the AWPAA Strategic Plan and Priority Results. Other factors include timely processing of purchase orders, accounts payable and meeting financial period close deadlines and strict attention to detail.

Essential Duties and Responsibilities 

75% Purchase Order & Accounts Payable Management 

• Process Requests in Teamworks

• Collect all necessary documentation for purchase requests.
• Generate Purchase Orders (POs) in Business Central (BC).
• Distribute Purchase Orders to vendors.

• Monthly Reconciliation of Purchase Orders

• Ensure Purchase Orders are accurately reconciled each month.
• Verify proper recording of invoices received without a PO listed.

• Procurement Support for Army Athletic Association (AAA)

• Assist AAA with procurement and PO needs.

• Vendor Profile Management

• Oversee collection of forms for new vendors (e.g., ACH details, address changes).
• Create and update vendor profiles in BC.

10% Month End Annual Financial Close

• Month-End Close Functions

• Ensure timely and accurate posting of financial transactions before generating reports.
• Perform a variety of month-end tasks, including but not limited to:
  • Monthly journal entries (e.g., credit card and payroll uploads).
  • Preparation of sub-ledgers.

• Completion of Monthly Checklist Tasks

• Methodically complete all checklist tasks required for the month-end close.
• Support the generation of financial reports.

15% Other Duties as Assigned 

• Assist with Annual Financial Statements and Single Audit:
• Provide support during the preparation of annual financial statements and the single audit.
• This process typically occurs between September and December and requires several days of focused effort.
• Support NCAA Financial Report Completion:
• Assist in the preparation and completion of the NCAA Financial Report.

Supervisory Responsibilities

None

Work Conditions & Physical Requirements

Perform duties in a fast-paced, ever-changing work environment.

• Must be able to remain in a stationary position for 50% of the time.
• Occasionally moves boxes weighing up to up to 30 lbs. 
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. 
• Constantly operates a computer, printer, and phone. 
• The person in this position frequently communicates with team members, United States Military Academy (“USMA”) staff and vendors. 

Travel 

None.

Required Qualifications

• Bachelor’s degree in accounting, finance, business or economics.

• 1-3 years of accounting experience. 

Preferred Qualifications

• Not-for-profit accounting experience.
• Division I athletic department experience.
• Microsoft Excel advanced formulas and functions. 

Additional Eligibility Requirements

• Must be eligible to work in the United States of America, without sponsorship.
• Must be eligible to work on a military installation, including a willingness to submit to a background screen.
• Must possess a valid driver’s license.

Pay Range

$25 to $27 per hour.

This job posting contains a pay range, which represents the range of salaries that AWPAA believes, in good faith, at the time of this posting that it might be willing to pay for the posted position. AWPAA expects to hire for this position near the middle of the range. Only in truly rare and exceptional circumstances, where an external candidate has experience, credentials or expertise that far exceed those required or expected for the position, would AWPAA consider paying a salary or rate near the higher end of the range.

About Us

USMA is renowned as the world’s preeminent leadership development institution. Located on the banks of the Hudson River in West Point, NY, it is approximately one hour from New York City. The mission of USMA is "to educate, train, and inspire the Corps of Cadets so that each graduate is a commissioned leader of character committed to the Army Values and prepared for a career of professional excellence and service to the Nation as an officer in the United States Army." This position will be housed within the AWPAA, which is a non-profit corporation organized to manage and support the 30 intercollegiate athletic programs at the Academy. The AWPAA mission is to recruit, educate, train and inspire leaders of character who are committed to the Army an extraordinary NCAA Division I athletic experience.

Equal Opportunity Employer

AWPAA is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis protected by law.

Applicant qualifications are considered without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis protected by law.

Disclaimer Statement

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.