Accounts Payable Clerk

Division: Finance

Closing Date: Until Filled

Location: 1201 7th Avenue, Tampa, FL 33605

Salary Range: $17.85 - $20.68

POSITION PURPOSE:

The Accounts Payable Clerk will perform administrative and accounting tasks, within the accounts payable unit, ensuring the accuracy and timeliness of disbursements while maintaining internal controls as outlined in the HART Accounts Payable, Standard Operating Procedures.

ESSENTIAL JOB FUNCTIONS:

• Open, review, organize and date-stamp all incoming mail for the accounts payable unit.
• Scan invoices and vendor maintenance records to the HART shared server.
• Daily processing of PO and non-PO invoices into the HART enterprise resource planning (ERP) system; coding, verifying vendor information, matching quantities, item descriptions, purchase order numbers and amounts received to existing purchase orders with the expectation to maintain high degree of accuracy.
• Prepares check requests for final review by the Manager of Accounts Payable, obtains any necessary approval signatures; enters approved check requests into the payables module.
• Prepare daily edit reports of invoice and check request batches. Verifies data for accuracy on edit reports before posting daily batches.
• Assist with the weekly payables disbursement process by matching check copies to invoices, filing payment packets and stuffing checks/remittance documentation for mailing.
• Maintain hard copy vendor payment files, requesting and affixing vendor labels to appropriate folders (Operating or Grant-Funded payment folders).
• Assist with discrepancy resolution and payment inquiries, by initiating or responding to calls, emails and questions, with tact and diplomacy, from both internal and external customers.
• Review and reconcile monthly vendor statements.
• Maintain hard copy IRS form W-9 library for the Accounts Payable unit.
• Issue manual checks as requested by the Manager of Accounts Payable.
• Perform all assigned payables functions in a professional manner while maintaining the integrity of internal control procedures and demonstrating a customer service mentality.

MARGINAL FUNCTIONS:

• Performs other work-related duties as assigned.

REQUIREMENTS:

Education and Experience:

• High School graduate or G.E.D. certificate
• Three to five years accounts payable experience
• Data processing and ERP applications experience as related to accounting

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Licenses/Certifications:

• Valid Florida Driver's License or be able to obtain one within in 10 days of hire or moving to the State of Florida.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

• Working Knowledge of Microsoft Office (Excel, Outlook, Word)
• Strong 10-key by touch, preferably 8,000+ KPH with 100% accuracy
• Ability to perform specific administrative tasks including copying, scanning, maintaining files, and data entry
• Ability to perform complex, detailed work involving written and numerical data
• Excellent verbal, written and interpersonal skills
• Solid time management skills; ability to organize and prioritize work to meet deadlines
• Thorough understanding of accounts payable principles
• Ability to work under stress with frequent interruptions
• Ability to sit or stand for extended periods of time
• Ability to interact positively with a variety of personalities internally and externally
• Ability to maintain strict confidentiality
• Ability to work towards departmental goals and objectives
• Ability to be a flexible, effective team player
• Florida Statutes, Local Government Prompt Payment Act § 218.70-218.80
• US generally accepted accounting principles (GAAP) laws, guidelines and regulations related to governmental accounting
• Rules, regulations, procedures and functions of the Authority
• Standard office practices and procedures

Physical Demands/Work Environment:

• Work is performed in a standard office environment.
• Ability to hear, see, speak, and perceive color, depth and texture.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.

May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise and physical harm.