Accounts payable clerk

Summary


Under the direction of the Accounts Payable Manager, performs a variety of routine standardized procedures relating to the Accounts Payable function. The Accounts Payable Clerk is dedicated to the learning college concepts by developing programs and facilitating activities that promote student success and lifelong learning.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Maintain control over accounts payable by auditing invoices for all departments of the college. Check invoices for proper authorization and institutional budget and object codes.

2. Open and process all incoming Accounts Payable mail.

3. Verify requests for payment of invoices, including receipt of material and supplies against purchase orders; verify extension of invoices and charge correct institutional budget codes.

4. Handle all correspondence with vendors, respond to inquiries, and resolve problems that arise among college employees pertaining to account payable items.

5. Perform computer data entry of checks to be disbursed from approved invoices and process said payments accurately and timely by batches; post batches/run reports; and audit report prior to check run to verify accuracy of data input.

6. Check and balance data entry of payments; verify and audit monthly reports of checks to be drawn and approved by Board for accuracy of data input.

7. Maintain various reports, files, and documentation, including AP records for auditors, contractual agreements/independent contractor forms, cross reference of invoices by purchase order and vendor name, files of posted invoices.

8. Match checks to backup documentation and mail checks to vendors.

9. Prepare, audit, and data entry of special checks processed on a weekly basis, such as memberships, dues, utilities, employees, students, etc.

10. Reconcile and maintain vendor monthly statements to keep vendor accounts current.

11. Audit monthly report of purchase orders and follow with various college departments to keep current and maintain timeliness of processing; maintain vendor account balance records for departments on open purchase orders.

12. Verify, audit, and process requests for payment of all employees related expenses (travel, meeting, reimbursement) in accordance with the college travel policy or other institutional guidelines; maintain spreadsheet/records of advance funding approved and paid to individuals related to college functions.

13. Audit and process requests related to student reimbursements (international agencies, housing refunds, childcare, etc.).

14. Reconcile and balance receipts and any advance money previously issued to individuals form departments prior to depositing at Cashier’s Office.

15. Post receipts and disbursements within all funds.

16. Maintain working relationships with Payroll, Human Resources, Cashier’s Office, and Financial Aid to audit, input and process employee and student information.

Education/Experience

Minimum of two years’ experience in accounts payable, accounts receivable,

banking or business related field required; Associates Degree in Business

preferred . Minimum of a high school diploma or equivalent required.


Successful proficiency testing for this position is required within 90 days of hire if not on file. Proficiency testing include basic MS Office, Excel and data entry.

Qualifications

• Demonstrated knowledge of all Accounts Payable and Purchasing procedures with good judgement and analysis.

• Must possess computer and data entry skills, including Microsoft Excel, Word and Outlook.

• Must possess knowledge of basic accounting principles.

• Must possess good computational, communication, interpersonal, and organizational skills.

• Comply with the GLB Act requirements for the protection and privacy of financial information.

• Comply with the PCI DSS data security standards for credit card payments and transaction processing.

• Comply with the FTC Red Flag Rule requirements to protect against identity theft.

• Ability to use a computer and 10 key calculator

• Ability to work independently and exercise good judgement.

Position Status

Full Time

Hours

General Hours
Monday-Friday
8:00 a.m. – 4:30 p.m.

Salary/Wage

$19.25/hour - plus exceptional benefits

Hourly/Salary

Hourly

Benefits

HR will add

Review of Applications Begins

10/03/2025

Position Type

Support/Hourly Staff

Posting Detail Information

Posting Number

SS00575P

Open Date

09/22/2025

Yes

Special Instructions to Applicants

Please apply online with required materials prior to review date for best consideration.


[email protected]
708-974-5704