Accounts Payable Clerk
The accounts payable clerk position is a full-time (35 hours per week), non-exempt, twelve-month position. The AP clerk is responsible for the timely and accurate processing of all vendor invoices, employee reimbursements, purchase orders, and credit card transactions in a primarily electronic, paperless environment. This position requires strong attention to detail, excellent organizational skills, and comfort with accounting systems and digital document management.
The AP clerk also supports general business office operations and provides excellent customer service to students, parents, vendors, and colleagues. Upon mastering the AP responsibilities, the role may expand to include additional duties within the business office.
This position involves frequent interruptions and requires the ability to shift priorities quickly while maintaining accuracy and professionalism.
RESPONSIBILITIES
General Business Office Duties
(with or without the aid of a mechanical device)
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This position involves frequent interruptions and requires the ability to shift priorities quickly while maintaining accuracy and professionalism.
RESPONSIBILITIES
General Business Office Duties
- Answer the Business Office's main phone line, overflow calls from the main campus line, and direct calls appropriately.
- Greet and assist students, parents, and colleagues at the Business Office window.
- Guide employees on completing check requests, purchase orders, and Amazon orders.
- Cross-train at the school store; cover the school store when needed.
- Receive, sort, and scan all incoming vendor invoices, check requests, and purchase orders.
- Match invoices and credits to open purchase orders and review for accuracy.
- Enter all invoices and check requests into the accounting system accurately, and assign appropriate general ledger and project codes.
- Electronically route invoices to appropriate managers for approval.
- Post all reviewed invoices/check requests with detailed descriptions into the accounting system.
- Keep track of credits owed to the school and ensure credits are properly applied to vendor payments.
- Monitor invoice due dates and prioritize to ensure timely payment.
- Process employee petty cash reimbursement requests and reconcile them with the provided backup receipts.
- Place orders on Amazon, W.B. Mason, etc. for employees.
- Provide sales tax-exempt certificates and W-9 forms to vendors when requested.
- Research and resolve invoice discrepancies, payment questions, or missing documentation.
- Perform additional duties as assigned.
- Electronically prepare batch for invoice payment.
- Prepare checks and backup, if appropriate, for mailing, and upload the payment file to the 3rd-party website page.
- Scan W-9s into vendor records.
- Reconcile the student debit system cash with the school store and Business Office.
- Timely process all meal money requests.
- Investigate and compare vendor correspondence, including monthly statements, with all paid/unpaid invoices; troubleshoot and resolve any discrepancies.
- Follow up on all outstanding purchase orders.
- Assist with annual audit preparation and provide requested documentation.
- Two or more years of experience in accounts payable or bookkeeping preferred.
- Must be willing to learn, show strong initiative, and be a self-starter
- Strong mathematical aptitude with great attention to detail.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Sheets, and the ability to learn other software (Paymerang and Blackbaud).
- Must have strong organizational ability, effective communication skills, and the ability to multitask.
- Must be able to read, write, speak, and understand the English language.
- Must possess the ability to make independent decisions when circumstances warrant such action.
- Must have the ability to work harmoniously and effectively with others.
- Must be able to follow written and oral instructions.
- Must be able to cope with the mental and emotional stress of the position.
- Must have patience, tact, and a cheerful disposition when dealing with students, family members & colleagues.
- Must be proficient in the composition of written communication.
(with or without the aid of a mechanical device)
- Must be able to stand & move intermittently throughout the majority of the workday.
- Must be able to speak and write the English language in an understandable manner.
- Must be able to cope with the mental and emotional stress of the position.
- Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
- Must function independently.
- Must be able to lift up to 35 pounds.
- Must be able to push, pull, and move merchandise, boxes, supplies, etc., without restrictions.
- Works in Business Office areas and throughout the campus.
- Ability to work in person, on-site for all scheduled shifts.
- Sits, stands, bends, lifts, and moves intermittently during working hours.
- Subjected to frequent interruptions.
- Is involved with students, family members, personnel, visitors, etc., under all conditions and circumstances.
The salary range for this position is $22.00 - $24.00 per hour. Placement in the salary range is based on experience, education, and other factors permitted by law.
Interested candidates should submit a resume, cover letter, and references to Nick Wermuth at nwermuth@millbrook.org.
