ACCOUNTING CLERK

Perform clerical functions to process Accounts Payable ensuring timely and accurate results.
Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela’s missions, vision and values.
. Core Essential Functions:
1. Regular, consistent, on-site, and timely attendance.
2. Processing of Incoming Mail
a. Sorting of mail for distribution of unpaid invoices to proper entity
b. Distribution of unpaid invoices to proper entity
c. Sorting and distribution of approved invoices for payment
d. Forwarding of invoices to proper department and or individual for payment approval
3. Maintaining Vendor Master File
a. Adding and Deleting address changes as needed
b. Updating necessary 1099 information
c. Perform periodic purge of vendors no longer in use
d. Obtain necessary W-9 forms
4. Process Standard Vendor Invoices for payment
a. Receive vendor Invoices
b. Verify Unit prices
c. Verify Quantity and Extensions
d. Verify accuracy of all data
e. Ensure proper approval for payment has been obtained
5. Prepare Invoices for Processing
a. Timely processing to utilize cash discounts and terms
b. Apply vendor numbers and due date information
c. Verify appropriate matching of invoices with purchase orders ensuring correct pricing and quantity
d. Batching of invoices for computer input
e. Processing of invoices for payment
f. Maintain proper internal control including batch tapes for daily auditing
g. Producing daily reports to vouch accuracy of invoices processed
h. Verify proper Management and or Departmental approval
i. Meet monthly departmental standards for number of vouchers processed
6. Prepare Checks from Invoices processed
a. Process according to due dates and discount terms
b. Matching with detailed voucher listings by vendor
c. Attach any required documentation
d. Mailing on a timely basis after approval obtained to release checks to vendors
e. Produce necessary reports to forward to accountants to assist management with organizational cash flow
f. Timely filing of completed voucher packages
7. Communication to Customers
a. Communicate in an appropriate manner with vendors regarding credit memos, statements and discrepancies
b. Communicate in an appropriate manner with Procurement Department to ensure timely invoice processing
c. Communicate in an appropriate manner with Department managers to ensure timely invoice processing
8. Assist with all Account Payable audits
a. Maintain detailed information of all open credit memos
b. Maintain files on a fiscal year basis including proper Finance Department retention policies
c. Maintain files on completed checks processed in vendor order on a Fiscal Year basis
d. Maintain files of completed Accounts Payable reports (including check registers, daily audits and AP Distributions)
9. Other Duties
a. Consistent contact with vendors regarding open credit items
b. Assist in software upgrades and testing including setup of additional entities as needed
c. Document problems for Information Technologies Department as needed
d. Assist with continued processing of invoices for all entities to ensure timely processing of invoices
“Ability to perform the Essential Functions listed on the Physical Conditions and ability to peform the Essential Functions on the Working Condition chart (see attached chart).”
Prior Experience:
• Related training/experience (preferably within the past five years)