Accounts Payable Clerk (STF2967)

About Hutchinson Community College

Hutchinson Community College (HutchCC) advances a tradition of excellence through learning and collaboration.  The Accounts Payable (A/P) Clerk supports this mission by ensuring that College vendors and employees are paid accurately and on time, by maintaining strong financial controls, and providing friendly, solution-oriented service to internal partners and external vendors. 

Position Summary

The Accounts Payable Clerk reviews, verifies, and processes approved purchase orders (POs), vendor invoices, and employee reimbursements. The role prepares check runs, maintains electronic AP records, monitors vendor accounts, and partners with departments and vendors to resolve discrepancies. The AP Clerk also supports College credit card reconciliation and assists with mail/copy services in the absence of the Business Office Clerk.

Essential Functions

• Review and process for payment all approved purchase orders and vendor invoices.
• Review all reimbursement requests for proper documentation.
• Process checks for payment of all college bills and reimbursements.
• Maintain the electronic purchase order and paid invoices files.
• Monitor vendor files including credits and past due invoices. Contact vendors and necessary personnel for resolution.
• Monitor list of outstanding checks. Follow up with vendors and employees when necessary to ensure checks are not outstanding.
• Assist with reconciliation of UMB credit card program.
• Request, track, maintain and store W-9 forms.
• Arrive for work on time, attend work regularly, and successfully complete the responsibilities of the position.
• Comply with HutchCC policies, procedures, and practices.

Secondary/Support Functions

• Process mail and copy work in the absence of the Business Office Clerk.
• Assist in other Business Office functions during peak cycles or as assigned.
• Serve on campus committees as requested.
• Perform other duties as designated by the Vice President of Finance and Operations and/or Director of Accounting Services.

Minimum Qualifications

• High school diploma or equivalent.
• Keyboarding and 10-key calculator skills.
• Excellent attention to detail and data accuracy.
• Ability to concentrate in a busy office environment.
• Proficiency with computers and Microsoft Office (especially Excel); ability to generate routine reports and learn new systems continuously.
• Ability to maintain strict confidentiality and exercise sound judgment.

Preferred Qualifications

• Associate degree in business, accounting, or equivalent experience.
• Prior A/P experience, especially with computerized accounts payable procedures.
• Familiarity with A/P workflows, 1099 reporting requirements, and W‑9 management.

Competencies

• Accuracy, timeliness, and follow‑through.
• Problem solving.
• Knowledge of basic A/P principles and internal controls.
• Process documentation and continuous improvement mindset.
• Clear written and verbal communication; active listening.
• Teamwork, adaptability, and cross‑training orientation.

Physical/Work Environment Requirements

• Primarily sedentary, indoor office environment with extensive keyboard/computer use.
• Ability to sit or stand for extended periods; perform fine motor movements for data entry and office equipment; read screens and printed materials; hear and communicate clearly in person and by phone.
• Duties must be performed with or without reasonable accommodation consistent with the ADA.

Compensation & Employment Status - Emergency Status

This position is a full-time, non-exempt, at-will position. The Accounts Payable Clerk works 12-months of the year. The hourly rate of pay is commensurate with qualifications and experience, as determined by HutchCC.  This position may occasionally require work on college recognized holidays or weekends to meet payroll timelines.

Application Review

Application review will begin immediately and continue on a rolling basis until the position is filled.