Accounts Payable Clerk

FLSA Status: Non-Exempt

Department: Accounting                                                

Pay Grade: 6 / A ($18.87 - 21.24)

Supervisor: Senior Accountant                                  

Position Status: Full-time   

General Description

The Accounts Payable Clerk will accurately record, report, and pay all appropriate vendor invoices for the Yakama Nation Housing Authority. Ensuring that all debts to vendors and suppliers are paid accurately and on time. Promptly and professionally collaborates to resolve any accounts payable issues that may arise. Assists Accountant through accurate reporting of expenses through A/P system. Responsible for the payable processes, associated computer software, reconciliation, and the filing of payable records.

Responsibilities require employee to follow:

• YNHA programs listed "Common "
• Department programs listed "Essential "

Common Duties

• Read and comply with all appropriate YNHA policy and procedures, e.g., Personnel Policy Manual, Company Vehicle Policy, Financial Administration Policy and Procedures, Internal Department and Program guidelines, etc.
• Work cooperatively with all YNHA employees or those associated with the Tribe and Vendors. Travel to and from other offices locations.
• Must maintain strict confidentiality standards.

Essential Tasks

The tasks listed below are those that represent most of the time spent working in this position.  Management may assign tasks related to the type of work of the position as necessary.

• Receives all invoices for items payable by the Yakama Nation Housing Authority, documents proper procurement, attaches receiving documentation and enters accurate authorized information into the computerized accounts payable system. Maintains the vendor files on both paid and unpaid i
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
• Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order
• Reconciles Monthly statements and monitors amounts due and credit balances with vendors, audit, and process credit card bills.
• Provides oversight of all A/P functions and maintains and administers monthly, yearly module maintenance and closing
• Prepares statement selection reports for approval by Accountant or Chief Finance Officer. Advises Accountant of all technical difficulties with vendor supplies documentation.
• Process/prepare weekly check run and reports for accounting/CFO.
• Prepares signed checks for mailing.
• Processes and enters other "non-invoice" (check requisitions) payment requests as specified by the Accountant and Chief Finance Officer.
• Process check requests for vendors and employees.
• Prepares and researches vendor data reports for Chief Finance Officer and Accountant.
• 1099 maintenance ensures all W9s are on file and completes the yearly 1099 reporting. Prepares accurate and timely purchase orders in the accounting software.
• Monitors and maintains invoices and payments to vendors. YNHA fuel logs if needed.
• Ensures policies and procedures from the Financial Administration Policy and Procurement Policy are followed and notifies the Chief Finance Officer and/or Accountant if any issues arise.
• Prepares and enters data to spread sheets for accounting purposes.
• Maintains and monitors contracts and contract payments. Corresponds with contractors and vendors; research, reports, and assists the Chief Finance Officer, Executive Director, and Accountant on contract issues relating to terms and service. May monitor and deal with warranties as needed.
• Maintains highest ethical standards in all job functions; protects organizational value by keeping information confidential.
• Provides courteous professional services and is cordial to internal and external guests and/or vendors.
• Other duties as assigned or necessary to support all subordinate activities and perform other general office duties or accounting assignments as needed.
• Must have a positive work history; responsible for maintaining a consistent and regular attendance record; must be able to work varying shifts, weekends, and holidays.
• Complete necessary training or updates on accounting systems.

Involvement with data, people, and things

Data Involvement: Requires summarizing, tabulating, or formatting data or information in accordance with a prescribed scheme of plan to facilitate the identification and extraction of useful information. Knowledge of computer operations, software, and hardware.

People Involvement: Requires speaking or signaling to people to convey or exchange information of a general nature.

 

General Requirements

 

Reasoning Requirements: Requires performing skilled work involving rules/systems with almost constant problem solving.

Mathematical Requirements: Requires basic algebra involving variables and formulas, and computing ratios, rates, and percentages.

Language Requirements: Strong command of English language both written and verbal. Requires reading technical instructions, procedures, manuals, and charts to solve practical problems, such as routine office equipment operating instruction, composing routine or specialized reports and forms with proper format.

Mental Requirements: Requires clerical tasks involving a wide range of procedures with an intensive understanding of a restricted field, or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Physical and Dexterity Requirements: Requires light work that involves sitting or walking most of the time, and skill, adeptness and speed in the use of fingers, hands, or limbs on repetitive operation of electronic office machines within close tolerances or limits of accuracy.

Environmental Hazards: The job risks exposure to no significant environmental hazards.

Sensory Requirements: The job requires normal visual acuity and field of vision, hearing, and speaking.

Judgements and Decisions: Requires decisions affecting patrons, coworkers and others who depend on the service; works in a very stable environment with clear and uncomplicated written/oral instructions.

Vocational / Educational and Experience Requirements

Vocational / Educational Preparation: Requires high school diploma or GED or specialized vocational training. Requires general knowledge of accounting functions and computer data entry.

Special Certifications and Licenses: Requires a valid driver's license and must be insurable under the YNHA's policy.

Experience Requirements: Requires a minimum of two years' experience in accounting, data entry, or related clerical position. Requires expertise in Excel, Word, 10-key, QuickBooks and ADP Payroll software preferred. Must have a thorough knowledge of applicable accounts payable/general ledger systems. Must have the ability to learn microix and MIP. Must have the ability to work independently and within a fast paced and high-volume environment with accuracy and timeliness. Must take initiative with duties and be well organized. Excellent communication skills both written and verbal.

 Drug and Alcohol Policy

 The Yakama Nation Housing Authority has a "Drug Free Workplace Policy". All employees are subject to pre-employment and random drug tests and to tests when the use of alcohol or drugs in the workplace is suspected.

 

Indian Preference Policy

In accordance with Section 101(k) of NAHASDA, Yakama Nation Housing Authority applies Yakama Tribal preference in employment, as established by Resolution GC-05-2012 of the Yakama Nation General Council.

Employee signature below constitutes employee's understanding of the requirements, essential functions, and duties of the position.

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Posted on December 19, 2024

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