Accounts Payable Clerk

Description

The Accounts Payable Clerk reports to the Controller. General responsibilities include, but are not limited to the following:

• Reviews all incoming invoices, researching and resolving unidentified invoices immediately by inquiring of staff and communicating with vendors; prepares invoices for data entry; copies and/or oversees copying of invoices and distributes to appropriate department.
• Processes/data enters all checks, direct pays, purchase orders and multiple invoices for payment and posts to General Ledger. Manages ACH payments to vendors and prepares monthly journal entries to post to General Ledger.
• Picks up and delivers Business Office mail daily. Distributes mail and maintains a log of all checks received.
• Generates and files all computerized check registers, posting logs, etc., related to the function of Accounts Payable; reconciles checks to requisitions; completes posting process to proper financial institution; enters all voided checks into appropriate software and submits information to track and backup as appropriate.
• Analyzes, verifies accuracy, and prepares requisition amounts submitted for payment, comparing to vendor invoices and other documentation; inquires about potential problems and resolves them prior to payment; reconciles all monthly vendor statements received; confirms payments have been posted; makes corrections to journal entries when discrepancies are found; inquires and resolves old purchase orders; communicates weekly with Purchasing and Central Receiving on status of old items.
• Researches, consults with College staff and vendors, and resolves all problems and past due amounts to ensure accounts remain current.
• Reviews reports to monitor timely processing of purchasing card expenses, consults with College staff to resolve problems with past due reports.
• Issues all tax exemption certificates into the State's system; sends tax certificate information to requesting vendor; and provides tax information to appropriate department.
• Annually orders and generates printing and mailing of 1099/1096 forms by reviewing vendor's accounts to determine who receives 1099; edits vendor's accounts for correct amount to be issued to the IRS; completes and prints 1099 and 1096 forms for distribution.
• Obtains W-9 forms from vendors and maintains them in a systematic file; represents the College when dealing with vending machine vendors; establishes, organizes and maintains current and accurate vendor filing system for all payments made.
• Makes calls to service vending machines and coke machines.
• Communicates weekly with the Controller about accounts payable cash flow needs; assists campus faculty and staff in researching questions and problem resolution.
• Assists Controller and Vice President for Finance with end-of-year audit projects and accounts payable accruals and cut-off procedures.
• Maintains current written procedures documentation on all areas of responsibility.
• Assists in other areas of Business Office operations, including answering phones, and assisting customers.
• May serve on various campus committees as assigned.
• Performs other duties as assigned or required.
• Nothing contained herein shall limit the President in assigning the employee to any of the various college activities for which he/she would be qualified in order to meet the needs of New Mexico Junior College.
  
  

Qualifications

• High school diploma or equivalent required.
• Three (3) years of experience in accounting or accounts payable; OR an equivalent combination or education, training, and experience.
  
  

Additional Qualifications

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

This position is not eligible for Visa Sponsorship.

Additional Information

This is a twelve-month non-exempt position. Standard benefits apply.

To apply, submit an NMJC application online at www.nmjc.edu.