Context: Performs accounts payable functions including data entry and check processing. Reviews transactions and complies with federal and local regulations. Responds to AP inquiries from internal and external stakeholders. Administers twice-weekly check run, on demand payments and uploads and uploads payment file to bank.
Scope: The Accounts Payable Clerk reviews coding, balances, and processes payments to external vendors and staff. This position handles a high volume of work which requires attention to details and accuracy. Corresponds with vendors, obtaining necessary information for compliance reporting and responds to vendor queries. Reviews and processes employee expense reimbursements. Responds to inquiries and exchanges information with staff and volunteers.
- Inputs accounts payable information into AP module in accordance with Club policy and procedures and reviews inputted information from other staff. Reviews each invoice for proper account coding and authorized approval, and contacts program managers if invoices appear to be miscoded or not properly authorized.
- Determines appropriate aging of invoices based on policy. Reviews invoices for appropriate application of sales/use tax; if necessary, calculates use tax and inputs calculation into Accounts Payable system.
- Coordinates twice-weekly check run and on demand check payments by preparing trial payment register, reviewing vouchers for selection. Prints checks, creates ACH file and sends payment authorization files to bank. Helps prioritize checks for immediate approval. Obtains approval for on demand manual checks in accordance to Club policy, and upon approval, issues manual checks.
- Maintains regular correspondence with vendors. Responds to vendors on payment queries and reconciles payment records against vendor records. Contacts vendors for tax status and tax identification and records information necessary to set up new vendors.
- Reviews invoices for independent contractor/1099 reporting and assists Lead Accounts Payable Specialist in year end 1099 processing and distribution.
- Helps maintains electronic accounts payable files and various reports related to accounts payable (ie. check batch logs, voucher and check registers, voucher reports, accounts payable balance reports, misc. cash receipts batch control etc).
- Maintains good working knowledge and understanding of the accounts payable financial software system, including vendor maintenance, voucher entry, voiding of entries, voucher balancing and month end balancing.
- Performs month end and year end closing of accounts payable in accordance with financial closing schedules.
- Responds to questions and researches transactions related to Accounts Payable from various stakeholders, including staff and volunteers.
- Provides back up relief, during peak times and vacation coverage to Cashiering by receiving, batching and depositing checks, ensuring appropriate accounting coding and prepares for deposit and journal for cash receipt items.
- Performs miscellaneous duties as directed.
- Demonstrated good oral and written communication skills, including ability to follow documented detailed procedures.
- 1 year general office experience, with excellent data entry skills.
- Ability to use spreadsheet applications (Excel) and ability to import and extract information from various software platforms.
- Demonstrated good mathematical skills, and figure aptitude and attention to detail.
- Ability to interact effectively with staff, volunteers and public.
Standard Overtime:
- Periodic overtime is required during certain periods of year or month such as during the monthly and year-end closing, or project deadlines. Overtime hours will rarely exceed 12 hours per month during the monthly close and 25 hours per month during the year-end close process (January - April).
The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.
This is a category 7 non-exempt position.
Sierra Club is a 501(c)(4) non-profit organization. Sierra Club employees are not eligible to participate in the Federal Public Service Loan Forgiveness (PSLF) Program. Sierra Club does not sponsor H1B visas.