ACCOUNTS PAYABLE CLERK

Vacancy Ann. # STOI-18-038
Title ACCOUNTS PAYABLE CLERK
Supervisor ACCOUNTING DIRECTOR
Department ACCOUNTING/FINANCE
Location WELLPINIT, WA
Status REGULAR, FULL-TIME
Rate of Pay $12.00 - $15.00 PER HOUR, DOE/DOQ
Opening Date JANUARY 23, 2018
Closing Date FEBRUARY 6, 2018

JOB SUMMARY:

Process approved invoices to Accounts Payable system and disburse checks on a weekly batch basis.  Process void AP checks.  Enter contracts into spreadsheet log.  Assist providing professional customer service at Accounting front desk while maintaining confidentiality (including issuing purchase orders, processing cash receipts and disbursing AP & Payroll checks).  Process payroll advances, stuff payroll checks, and scan timesheets.  Assist with other accounting, travel, payroll & filing processes.

JOB DUTIES:

Accounts Payable:

  • Stamp all invoices and statements with date received.
  • Separate documents into batches for individuals or bills, alphabetize for entry / audit.
  • Verify documents are signed for approval to pay, and GL account # provided.
  • Verify that copies of invoices have not been previously paid from the original.
  • Verify invoices with PO # referenced have PO attached; if not, find PO to attach.
  • Verify receipts on travel and reimbursements; compare receipts to travel advances.
  • Enter invoices, travel advances, reimbursements, and vouchers into AP system.
  • Research any prior balances to see if already paid; generally pay only current charges.
  • Verify cost breakdown for invoices coded to multiple accounts.
  • Submit batches to supervisor for review, make any changes, resubmit for final approval.
  • File all AP reports (Transactions, Check Registers).
  • File checks in check sorter.
  • Reconcile invoices to checks, attach invoices and check copies for Accounting.
  • Attach remittance stubs to checks, mail payments to vendors, note date mailed on check register.
  • Mark invoices “Paid” including check number and date.
  • File source documents by vendor in scanning system or other files as needed.
  • Process void AP checks as needed, either to reissue check or reverse invoice.
  • Enter contracts into spreadsheet log, and file by vendor.
  • Perform other duties as assigned.

 Accounting Front Desk (as back-up to Accounting Clerk):

  • Provide professional customer service at Accounting front desk.
  • Issue purchase orders and voucher requests to Tribal programs.
  • Obtain mail from Accounting box daily.  Open mail & date stamp front of each piece.
  • Process cash receipts to public while they are at the counter.  Obtain information to apply payment to correct individual & GL account, and provide them a receipt (White copy).
  • Process debit & credit card payments from public as cash receipts.
  • Assist individuals who come to pick up checks for AP & payroll, ensure given to the correct person or authorized substitute, have individual sign the check register.

Payroll Assistant:

  • Process payroll advances: enter in spreadsheet log, and create AP check batch to pay.
  • Stuff payroll checks into envelopes.
  • Scan timesheets to electronic filing system.
  • Assist sorting timesheets alphabetically as needed.

KNOWLEDGE AND SKILLS REQUIRED FOR POSITION:

  • Good customer service skills are critical, whether in person, phone or email.
  • A positive work attitude and desire to solve problems in a helpful manner.
  • Honesty is crucial, must be able to maintain strict confidentiality of information.
  • A good work ethic and dependability are a must.
  • Good verbal and written communication skills.
  • Ability to perform mathematical computations.
  • Computer experience required, including Microsoft Excel, Word and Outlook email.
  • Experience with office equipment: calculator, copier, fax machine, office phone systems.
  • Familiarity with basic office environment protocols and expectations.
  • Ability to follow oral and written instructions.
  • Ability to work well with others and be customer service oriented.
  • Must be bondable.

MINIMUM REQUIREMENTS:

  • High School Diploma or GED required. AA or college courses in Accounting preferred
  • Experience in accounting or bookkeeping preferred, including accounts payable.
  • Computer experience required, including Microsoft Excel, Word and Outlook email.
  • Experience using office equipment: calculator, copier, fax machine, office phone systems, etc.
  • Familiarity with Customer Service and basic office environment protocols and expectations.
  • Ability to follow oral and written instructions.
  • Ability to work well with others and be customer service oriented.
  • Must be bondable.
  • Federal background check is required.

  

Applications Are Available At the Spokane Tribal Human Resources Department or

can be downloaded at www.spokanetribe.com

P.O. Box 206, Wellpinit, WA 99040

Contact: Sabrina McCoy Or Geraldine Abrahamson

(509) 458-6583 (509) 458-6527  Fax: (509) 458-6556

e-mail:   sabrina.mccoy@spokanetribe.com or hrfrontdesk@spokanetribe.com

Applications Must Be Received In The Human Resources Department

By 4:30 PM On The Closing Date

The Spokane Tribe Reserves The Right To Hire According To Its

Indian Preference Policy

All Applicants Will Be Subject To A Pre-Employment Drug Test

All Positions With The Tribe Are Subject to a 90-Day Probationary Period