POSITION SUMMARY: The Accounts Payable Clerk is responsible for the financial processing of accounts payable transactions for Seattle Humane. They are accountable for processing accounts payable invoices and vendor payments, reconciliation of vendor statements, other account reconciliations as required and filing of all appropriate paperwork. He/she assists the Finance Director & Senior and Staff Accountant with accomplishing department goals. Supports the mission, goals, and philosophy of Seattle Humane.
KEY OR ESSENTIAL FUNCTIONS:
- Processes accounts payable in an accurate and timely manner
- Invoices, statements and credit memos applied and paid appropriately
- Maintains communication and vendor relationships by engaging in correspondence and ensuring that invoices are paid promptly
- Maintains an up-to-date database of vendors in accounting software
- Correspond with vendors
- Verifies that policies and procedures for ordering and purchase orders are being followed and reviewing all open POs and attaching invoices when they are received and making sure duplicates get removed
- Check runs including ACH payments. Downloading and paying invoices through vendor portals
- Depositing cash and checks, including donation batches
- Petty cash maintenance including quarterly reconciling
- Participates in the preparation of monthly reports and other data as requested by the Finance Director or Senior Accountant
- Entering all daily activity for various departments
- Provides change for various departments.
- Provides month end close support:
- Downloads month end statements
- Month End Ap Accruals
- Maintains appropriate files and records for Adheres to the files and records retention policy and procedures
- Cooperates with outside audit firm during their review of Seattle Humane’s financial records and procedures
- Helps in the preparation of materials requested by the auditors and submits prior to their deadline
- Helps in the implementation of board approved recommendations from the audit report
- Participates in appropriate meetings
- Helps to accomplish workplan by the assigned deadlines
SECONDARY FUNCTIONS:
- Helps organize, sort, and deliver correspondence (digital and physical) to the appropriate parties
- Responds to staff requests for assistance with accounting
- Cross-trains with other members of the department to increase organizational knowledge and efficiency
- Assists with volunteer and staff training as requested
- Other duties as assigned
COMMUNICATIONS/INTERPERSONAL CONTACT:
- Daily verbal and written communication with co-workers through meetings, direct con-tact, telephone, memos or mail
- Occasional communication with Seattle Humane clients and/or donors by telephone or mail
- Occasional communication with vendors, lenders, agents from contracting agencies, or veterinarians by telephone or mail
COMPLEXITY:
Recurring duties on a daily basis with diverse work during specific times of the year. Medium degree of formal policies and procedures exist to guide the work. Must be able to coordinate several tasks within a day and utilize a high degree of independent judgment to accomplish work assignments or requests.
KNOWLEDGE/EXPERIENCE/EDUCATION OR TRAINING:
- Requires a working knowledge of computers, including data input, accounting, Excel, Adobe, video conferencing and word-processing
- Must have excellent oral communication skills, good writing skills and can listen effectively
- Understanding of general accounting theory, wage and labor law, and non-profit regulations
- Ability to read bank statements and balance statements is beneficial
- Ability to work independently and be self-directed
- Minimum 1-year administrative experience
- Excellent grammatical skills and attention to detail
LICENSES/CERTIFICATIONS REQUIRED:
- A high school graduate or GED equivalent
- Strong typing skills
PHYSICAL/MENTAL REQUIREMENTS:
Must be able to sit for long periods of time. Must be able to lift 30 pounds when moving records or files. Need to have the ability to maintain concentration despite interruptions. Must be able to view a computer screen and read files or records. Attention to detail important.
WORKING CONDITIONS:
- General office environment. Potential hazards are exposure to eye and back strain.
- Chemical Interaction: A wide variety of cleaners, disinfectants, detergents, and medical products are used on a daily basis. Each position at the SH will likely encounter these chemicals during the routine performance of their duties. Specific instructions will be provided by a SH staff member for the safe and proper use of these chemicals. If there are any questions regarding this information, copies of our chemical MSDS sheets are available for review. If asked to use a product that is unfamiliar, contact your supervisor for proper instructions.
- Equipment Used: Multi-lined telephone, copiers/scanner, fax machine, adding machine, computer and printers
- Work Hours: Part-time, hybrid-remote position. Monday through Friday 8:00 AM to 12:00 PM. Remote days are Tuesday and Thursday.
