ACCOUNTING CLERK

REGULAR/FT

NON-EXEMPT/LEVEL 3

SALARY: $14.98

GENERAL DEFINITION:   The purpose of the position is to performs a variety of general clerical, accounting, and bookkeeping functions. Responsibilities include daily transactional activities of the programs which include Accounts Payable and Accounts Receivable.

SUPERVISION RECEIVED:  Work is performed under supervision of the Finance Director.

SUPERVISION EXERCISED:  None

DUTIES:

Perform a variety of clerical accounting and financial office support duties in support of accounts receivable and accounts payable functions.

Perform accounts payable duties:

  • Collaborates with department to research or gather information to establish or verify payment inquiries.
  • Verify accuracy of information of vendor invoices and receipts to correct and resolve discrepancies.
  • Maintain files for unpaid and paid invoices to ensure timely payment of all invoices.
  • Maintain and verify all vendor documentation such as W-9 information, contracts and related documents in compliance for 1099 purposes.
  • Organize incoming invoices or statements to prepare for entry into computerized accounting system.
  • Input vendor invoices and related information into computerized accounting system to process vendor invoices for payment in a timely manner.
  • Review invoices with purchase orders to ensure appropriate approvals and supporting documentation.
  • Perform daily electronic transaction reports to review accuracy of transaction details.
  • Files payment documents and other paperwork in a timely and accurate manner.
  • Establish and maintain various files and records.

Perform accounts receivable duties:

  • Generate and send out customer invoices for programs to ensure payments for services.
  • Maintain customer accounts to manage billing and payment information of customers.
    • Research and resolve payment discrepancies.
  • Maintain accounts receivable ledger account to monitor records of customers for programs.
  • Maintain accounts receivable account files and records to ensure accurate document management of customer transactions.
  • Generate and review accounts receivable aging reports to ensure financial audit compliance of program accounts.
  • Conduct reconciliation of the accounts receivable ledger to ensure accurate recording of customer transactions.
  • Monitors aged accounts receivable to evaluate and identify any irregularities of customer accounts and updates supervisor.
  • Conduct month-end closing to verify and/or adjust month-end balances.

Performs other position related duties as assigned.

  • Assist with departmental functions on delegated duties to provided continues services to customers or programs.
  • Participates in staff meetings, business meetings, seminars, and training sessions.

MINIMUM QUALIFICATIONS

KNOWLEDGE SKILLS AND ABILITIES:  Knowledge of accounting and bookkeeping terminology and practices. Knowledge of automated accounting systems. Knowledge of basic mathematics. Knowledge and experience in administrative work, modern office practices and procedures, records management, working with reports, basic business communications, spelling, and arithmetic. Knowledge of computer including spreadsheets and working process programs, Microsoft Office. Knowledge of professional customer service techniques and practices. Skilled to perform mathematical figures of detailed and accounting calculations. Skilled with sufficient writing and typing capabilities to demonstrate good writing, spelling, proofing, grammar and punctuation skills.  Skilled with attention to details and accuracy, thoroughness and accuracy.  Skilled in utilizing accounting software, word processing software, various spreadsheet programs, database software applications, e-mail. and related programs. Ability to use operate office machines such as computer, copier, fax and phone. Ability to maintain strict confidentiality.  Ability to operate computer programs such as Microsoft Office Word, Excel, PowerPoint and Outlook and related software.  Ability to understand and follow oral and written instructions and protocols. Ability to communicate professionally orally and in writing, through concise reports, memoranda, emails and letters. Ability to maintain strict confidentiality is essential.

TRAINING AND EXPERIENCE:High School Diploma with; two (2) years of accounting or bookkeeping work experience.

LICENSE AND CERTIFICATES:Valid New Mexico Driver's License with no DWI/DUI convictions within the past three (3) years. Driving is an not essential part of the duties.

PHYSICAL DEMANDS: The work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc.  No special physical demands are required to perform the work.  Regular exposure to favorable conditions such as those found in a normal office.

SPECIAL WORKING CONDITIONS:Must undergo and successfully pass a thorough background check and FBI Fingerprint Check.  Position is subject to Pre-Employment drug testing.  Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Must be willing to work after hours and/or weekends as needed.

Equal Opportunity Employer, including disabled and veterans.
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