Job Function: The Accounts Payable Clerk I is responsible for the preparation and processing of all purchase orders, maintaining the office supplies store and assisting the Finance Department in the Accounts Payable Department. The Accounts Payable Clerk I will be under the direct supervision of the Accounts Payable Manager. Specific Duties: 1. Screens stamps and directs all inquiries and documents into the Accounts Payable office. 2. Progresses and controls all Purchase Order from the Purchase Order Requests for all programs. This includes maintenance of the Purchase Order log. 3. Will route A/P Purchase Order copies to Property & Supply Supervisor. 4. Process all ordering via calls/faxes/emails/online with purchase orders to appropriate vendors to complete ordering process. 5. Work directly with the Property & Supply department to ensure all items has been received and inventoried before processing payments. 6. Will maintain the filing system as need and assist the Accounts Payable Clerks and Manager with their filing. 7. Will order and restock office supplies, store as needed. 8. Will control, issuance, storage and inventory of the supplies in the supplies store on a daily, monthly or annual basis. 9. Will type correspondence and complete general work as needed for the Accounts Payable Department. 10.Processes Accounts Payable Department invoices and purchase orders. 11.Will assist in setting up vendor account files. 12.Will reconcile all purchases to the vendor statements on a monthly basis. 13.Will post/enter into the accounting system all approved accounts payable documents. 14.Will prepare payment requests as needed for invoices not having purchase orders on a monthly basis. 15.Will assist as needed with the other Accounts Payable Clerks and the manager. 16.Will be crossed trained with the front desk and travel as needed. 17.Will frequently run errands for signatures and supplies on an as needed basis. 18.Will coordinate and manage monthly vendor statements with posting of invoices on a weekly schedule. Other General Duties: 1. Will maintain a good working relationship with all vendors in performing the above listed job duties. 2. Will assist all employees in fulfilling orders to the various vendors and settling any discrepancies between the buyer and vendor as needed. 3. Will perform other related duties as assigned by the Accounts Payable Manager. 4. Will be the backup for the Travel Coordinator in their absence. 5. Will cover for Receptionist if needed. 6. Will comply with all tribal policies and procedures as applicable while under employment of the Shoshone-Paiute Tribes. 7. Other duties as assigned by the Accounts Payable Manager. Minimum Qualifications: 1. Must be a high school graduate or successful completion of GED Program. However, a certificate, advanced education or experience in the field of accounting will be given preference. 2. Must have a Valid Driver’s License and be insurable with the Tribes’ insurance carrier. 3. At least two years’ experience with software such as Microsoft Word, Excel, Power Point and Access. . Other Influential Factors: 1. Well-organized person with a friendly, outgoing and persuasive telephone manner. 2. Knowledge of resolving problems in balancing customer accounts. 3. Must be willing to travel for work – mainly to training events or conferences. 4. Must be detail oriented. 5. Effective communications skills are a must. 6. Must be a team player and willing to work with staff and the public in a professional manner. 7. Must have a working knowledge of accounting processes and computer software as well as the ability to operate computers, a 10-key, typewriter and other office machines. Physical Demands: The work is primarily sedentary with some physical requirements. Lifts or carries files, supplies or equipment; walks and stands to interact between all disciplines; stoops and picks up objects from the floor and have full use of hand and arms to operate office equipment such as computer, calculator, printer and fax. May need to lift up to 20 lbs
