Accounts Payable Clerk
Kings Community Action Organization (KCAO)
- Hanford, CA
- Permanent
- Full-time
- Receive mail and invoices from the mail room and sort mail for the Finance Department.
- Log invoices into finance system and distribute invoices to program staff to be coded.
- Follow up on invoices distributed to program staff to receive check requests and/or purchase requisitions.
- Reconcile check requests to vendor invoices and statements, and prepare for timely payment.
- Prepare, distribute and mail computerized checks.
- Take initiative to dispute charges with vendors (fees, interest or late charges, etc.) as they occur.
- Take initiative to research invoice charges to explain items in question, as required.
- Lead may reconcile AP to GL monthly, research & report discrepancies to Finance Manager
- Lead processes annual 1099 forms and distributes to vendors, as well as timely and accurate electronic submission to the IRS.
- Verifies current W-9 forms on file for all vendors.
- Researches and rectifies any W-9 mismatch notices in an effort to avoid IRS penalties.
- Enforce Agency disbursement policy to ensure check requests are complete and authorized.
- Ensure efficiency, effectiveness and compliance with all applicable policies, procedures, laws, regulations and standards.
- Create and maintain accounts payable files.
- May assist with preparing deposits to upload to bank online and/or hand-deliver to banks.
- Create and upload check register to bank each time checks are disbursed.
- May obtain and report monthly meter readings for copy machines.
- Maintain and keep current master vehicle files, including but not limited to annual registration.
- Maintain master list of contracted vendors and notify departments when contracts need renewal.
- May prepare reports as requested by the Finance Manager.
- Lead may assist with providing informal training to program department staff to explain accounts payable procedures, and how to prepare and submit check requests.
- May prepare and post correcting entries or adjustments for miscoded Accounts Payable.
- Other duties as assigned.
- Accounts Payable Clerk is an entry level position, and individuals are expected to advance to Lead Accounts Payable Clerk upon satisfactory performance and meeting the necessary requirements, and when a vacancy exists.
- Associates degree or other certificate in accounting or related field, preferred;
- One (1) year accounts payable experience, with a basic understanding of accounting principles
- Travel and attend out of area meetings and conferences as required per the funding source(s).
- Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours
- Must be able to meet and maintain KCAO hiring requirements which include:
- Criminal Record Clearance including California DOJ, FBI and Child Abuse Centralized Index (CACI).
- Reliable, insured transportation and valid Driver License
- Motor Vehicle Report (MVR) acceptable to KCAO's vehicle insurer.
- Health examination with tuberculin clearance.
- Ability to be contacted outside of regularly scheduled work hours in case of emergency.