What are the responsibilities and job description for the Payroll/Accounts Payable Clerk position at Senior Resource Connection?
ESSENTIAL JOB FUNCTION
This position is accountable for providing a variety of accounting services which accurately maintain the financial records and accounting systems.
RESPONSIBILITIES AND DUTIES
Accounts Payable
- Coordination of all agency disbursements.
- Acquires vender invoices from websites and mail.
- Reviews invoices prior to payment in an effort to avoid duplicate payments, under/over charges, fraudulent invoices and any other invoice errors.
- Files disputes for unjustified invoices and charges.
- Record in accounting software, in a timely manner, with special attention to invoice/due dates, appropriate general ledger coding and program allocation.
- Monitors due dates to ensure invoices are paid timely to avoid late fees and any discontinuation of services or supplies.
- Maintains petty cash fund, reconciles and replenishes at end of each month.
- Initiates disbursements in most effective manner such as checks, online payments, petty cash, etc.
2. Coordinates and maintains accurate records on all monthly accounts.
- Performs monthly reconciliations to ensure accounts payable subledgers are in agreement with general ledger.
- Performs all necessary adjustments resulting from end-of-period reviews.
- Assures accuracy of all supporting documentation for accounting entries.
- Collects vender W-9’s and accurately enters data into accounting software.
- Maintains vendor contact information including phone and email addresses.
3. Provides support to vendors and agency staff.
- Maintain positive relationships with vendors.
- Work with vendors to ensure timely payment of invoices, avoidance of late fees and adherence to any prearranged payment plans.
- Assists supervisor with the gathering of documentation and pertinent information for auditors to assure the accuracy of annual audits.
4. Cost containment.
- Sources suppliers ensuring best pricing.
- Compares utility suppliers for best rates.
- Negotiates payment plans when necessary.
- Monitors unusual vendor activity and verify if legitimate.
Payroll
1. Coordinates and prepares bi-weekly payroll for all agency personnel.
a. Works with all department designees and automated systems to collect, tabulate and file employee time sheets/cards per bi-weekly pay period.
b. Records and transfers information from time sheets/cards and automated systems into the Paycor online payroll system.
- Ensures accuracy of checks and all other payroll information and makes any necessary adjustments as quickly as possible.
- Provides support to staff regarding payroll issues.
- Processes all child support and garnishment orders as court ordered.
- Assists Accounts Payroll Clerk with any manual payroll checks as needed.
2. Provides support for all employment verifications/payroll inquiries.
3. Assists HR, when absent, with payroll data entry duties such as new employee set-up and employee adjustments.
Accounts Receivable
- Cash Receipts
- Counts cash received from nutrition.
- Processes checks received utilizing remote deposit process.
- Responsible for preparing deposit slips and transporting cash to bank.
- Credit Card Processing
- Processes credit card payments from clients
- Provides assistance to clients regarding credit card payments
- Reviews refund requests and processes through credit card system.
- Reporting
- Daily, monthly deposit ledgers.
- Produces cash receipts log by county and site.
- Posts cash receipts in billing software as appropriate.
- Billing and Collections
- Prepares invoices to clients for co-pay responsibility required by funder(s).
- Generates accounts receivable reports for private pay clients and sends past due letters as appropriate.
- Works with program directors to facilitate collection of outstanding balances.
Office and General
- Maintains adequate inventory of office supplies:
- Works with all department designees to determine average inventory par levels for commonly used supplies.
- Serves as coordinator for all office supply orders and determines whether supply requests are a necessity.
- Places orders with supply companies in accordance with AP procedures.
- Distributes supplies to departments as necessary.
- Maintains supply room stock in orderly and accessible manner.
- Participates in recycle and reward programs when available.
- Assists with postage meters and copiers to help ensure adequate supplies are available and equipment is in working condition.
- Covers receptionist duties during, but not limited to, breaks, lunches and absences.
- Facilitates record retention storage and schedule.
- Performs other related duties as required for the effective operation of the department and the agency.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
KNOWLEDGE OF: Non-profit accounting principles; Microsoft Office & 365, records retention; budget management; accounts payable; payroll; billing; postage meters; copiers; local, state & federal rules/regulations.
ABILITY TO: Communicate effectively in both oral and written form; develop and maintain effective working relationships with staff, clients, funders; prepare and organize reports; develop and analyze subledgers and spreadsheets; maintain confidentiality.
SKILL IN: Accounting, and payroll software systems; developing/maintaining spreadsheets and forms; organizing/maintaining financial records, reports and filing systems; competent/proficient in proofreading, critical thinking and problem solving skills.
QUALIFICATIONS
Associates Degree in Accounting or related field preferred, with a minimum of two (2) years of accounting, accounts payable, accounts receivable, and/or payroll experience preferably with a non-profit or service oriented business. In lieu of educational requirements, an equivalent combination of experience and/or training will be considered.