Part-Time Accounts Payable Clerk

Employer
Embry-Riddle Aeronautical University
Location
Arizona, United States
Salary
Salary Not Specified
Posted date
Sep 16, 2021

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Position Type
Faculty Positions, Business & Management, Accounting & Finance, Administrative, Business & Administrative Affairs, Financial Affairs, Auxiliary Services
Employment Type
Part Time
Job Description

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.

Job Summary:

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.

Job Duties:

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 discrepancies.

Qualifications

Read and comprehend instructions, write information, and complete simple forms.

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 required.

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