Embry-Riddle Aeronautical University’s Prescott, Arizona campus is
hiring a Part-Time Accounts Payable Clerk to support the Prescott
Business Office. Embry-Riddle's Prescott Campus is respected
worldwide for cutting-edge instruction and training for tomorrow’s
aviation, aerospace, security and intelligence leaders. Prescott is
a mile-high city and its climate reflects seasonable weather
excellent for flying. Daytime averages are 80°F in the summer and
45°F in the winter. At 5,000 ft. above sea level, it boasts a mild
climate, clean air, pristine wilderness areas, and nearby national
forests. The university is a small, private, residential university
in the mountains of Arizona with approximately 3,500 students.
Staff/faculty/student interaction is highly valued and is a central
theme of our campus. It is located 100 miles north of Phoenix and
120 miles south of the Grand Canyon.
To ensure that the payment of University liabilities for the
Prescott campus are made in an accurate and timely manner, taking
cost saving measures such as discounts whenever possible. Build and
maintain a positive relationship with vendors and a good credit
rating on behalf of the University.
Manage accounts, payments, credits and data entry -
Match incoming invoices for the Prescott campus to purchase orders
and obtain budget manager signatures when required. Process Check
Request Forms and verify backup, signatures and available funds as
needed. Obtain W-9’s for new vendor setup. Verify all information
for correctness of price and quantity. Inspect all incoming
invoices to determine if state and city use tax must be paid and
submit copies to the Accounts Payable Supervisor. Contact
appropriate department or vendor when discrepancies are found.
Input payment information and check for accuracy. Process reports
to ensure needed payments are approved and ready for printing and
provide the Accounting Supervisor with a list of needed payments.
Make sure payment register is approved by management and upper
management, hold large payments until proper approvals are received
and log into a weekly journal for monthly reporting. Match printed
checks with appropriate backup, mail or distribute to vendors and
employees. Ensure all invoices are paid in the appropriate fiscal
year by pulling reports and contacting vendors, faculty and staff.
Request invoices, PO’s, check requests and the appropriate backup
and approvals so all payments are made by year end closing.
Daily Tasks –
Open all incoming accounting mail and distribute to the proper
individual. Track and file all voided checks as they are processed.
Ensure all credits and delayed core charges for flight parts are
credited or charged to the correct airplane which assists in
maintaining an accurate parts inventory. Work closely with
Facilities and other departments to make sure invoices are paid to
terms, purchases orders are increased when needed and vendor
statements are up to date. Correspond with vendors as necessary to
ensure that the University may take advantage of refunds and
credits due. Interact daily with University faculty and staff to
obtain invoices, purchase orders and check requests to insure
payment is made to vendors in a timely manner. Reconcile all vendor
statements, research discrepancies and contact vendors as needed.
Regularly assist faculty and staff with entering requisitions and
releasing approval and receiving payment holds. Reconcile various
general ledger accounts by creating and maintaining Excel
spreadsheets and working with appropriate departments to clear
Read and comprehend instructions, write information, and complete
High school (or GED) level ability in spelling, grammar, basic
composition, and math.
Must have Valid Driver's License.
Required skills, knowledge, abilities:
Four years clerical experience or bookkeeping experience. Working
knowledge of accounting principles and their applications. Thorough
knowledge and experience with MS Excel and MS Word. Logical
thinking, analysis, strong communication skills – both oral and
written, problem solving, and organizational skills. This position
has a great deal of face-to-face contact with customers and
therefore it is essential that a positive, team player attitude be
shown at all times and a high level of customer service is
required. The ability to work well under stress and deadlines and
manage multiple diverse functions simultaneously is also