Job Description - AP Clerk

Major Areas of Focus

The AP Clerk is responsible for oversight of all accounts payable matters within their assigned Service Center(s). This includes purchasing, credit card expense management, sub-contractor documentation oversight, vendor management, statement reconciliation, printing, and distribution of approved check runs. This role requires a very professional, courteous, and focused team member. 

• Responsible for accounts payable transactions, vendor management, and payments
• Responsible for accounts payable-related reconciliations
• Supports Home Office operations and projects
• Reports to the Home Office Manager

Essential duties and responsibilities. Other duties may also be assigned.

• Sets up new vendors in our accounting software
• Collects and maintains sub-contractor documentation including, W9, certificate of insurance, and licenses
• Moves accounts payable through the purchasing process from purchase requisition, to purchase order, to vendor invoice
• Performs regular vendor statement reconciliations
• Performs mandatory vendor statement reconciliation for all suppliers 45 days prior to the end of the fiscal year
• Prints and distributes approved check runs
• Manages fleet fueling statement and conducts inspections and reconciliations
• Manages the mobile communications invoice and conducts inspections and reconciliations
• Assists Controller with accruals of expenses to support close of a period
• Upload or enter direct entry of vendor invoices and credit card expenses into our accounting software
• Coordinate with operations team members for purchase requisition, and purchase order transactions. Ensure all transactions meet company purchasing policies. 
• Manages corporate purchasing card expense report reviews and uploading to our accounting software
• Supports the finance team in special projects as needed

Skills

Accurate Data Entry, Managing Processes, Financial Software, Financial Skills, Analyzing Information, Strong Communication Skills, Professional Typing Ability, Able to Organize, Proficient in Microsoft Office Suite and Cloud Applications

Qualifications

• Bachelor’s Degree in Business, Accounting, Finance, or related discipline
• Must be able to work with cloud-based technology, including experience with Sage Intacct or similar 
• Strong interpersonal and communication skills
• Impeccable analytical and organizational skills
• Self-motivated and self-directed
• Able to pass an illicit drug screen and criminal background check

Language Skills

While performing duties, employees are regularly required to use written and oral communication skills; may read and interpret data, information, and documents; observe and respond to people and situations; learn and apply new information or skills; work under deadlines; and interact with others encountered in the course of work. Proficiency in English is required, and the ability to speak fluent Spanish is highly beneficial. 

Physical Demands

The employee frequently is required to stand, walk and sit.  The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 60 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Long working hours are required for an emergency, urgent response, or winter weather storm management operations.

Work Environment

While performing the duties of this job, the employee is occasionally exposed to shops and facilities that have moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and outside weather conditions.  The noise level in the work environment is usually moderate.

Travel & Development  

Travel is not anticipated for this role. It direct reports to a designated office that will be disclosed at the time of a job offer. 

Security

The employee may not use illicit drugs during their employment with ECF. ECF operates in several high-security environments which require individuals who are able to pass security background checks. The employee is required to pass security background checks that meet our underwriting standards. The employee is required to have a valid driver's license and driving record that meets our underwriting standards. We reserve the right to reject an applicant or terminate an employee whose criminal or driving record fails to meet our underwriting criteria. 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job family chart.  They are not intended to be a comprehensive list of all responsibilities, duties, and skills required of employees in this job family series. Other duties may be assigned as needed.