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About AFSCME | |||||||||
Accounting Clerk II - Accounts Payable, Financial Services
Processes, reconciles and reports on a variety of accounting and financial transactions according to department procedures involving analysis of information. Maintains records, logs, and files of activities. Complexity of work identified by the variety of accounting activities assigned, the amount of analysis required or the variety of information sources, and applying specialized knowledge to analyses. DUTIES: Audit and process for payment, vendor invoices and other expenses of the Union. Review EAF’s (Expense Authorization Forms), invoices, and other expenses for approval. Check details and calculations, obtains clarification and additional documentation from vendors and employees, if required. Assign expense classification of general ledger account codes, prepares voucher form and keys information into the computer system for processing of vendor invoices. Assign vendor ID numbers in accordance with guidelines and performs maintenance on vender ID’s in system to eliminate duplication. Review vouchers and supporting documents prepared by other clerks for adherence to accounting control steps and AP processing guidelines. Process monthly direct bill and charge card invoices; assigning account codes, resolving discrepancies and other regular payment steps. Process stop payments and replacement payments for lost, void and/or incorrect payment checks; follow-up to clear items in deposit and suspense. Process manual checks in AFSCME accounting system. Summarize all unpaid invoices on hand by cost center for preparation of accounts payable journal entry. Research vendor’s statement and duplicate invoices. Research and resolves outstanding/stale checks. Answer vendor/employee inquiries. Assist in maintaining voucher filing system. Prepare and keep updated spreadsheets which track payments related to: rents, grants, attorney retainers, monthly parking fees, postage (UPS, Fedex), ATT UniPlan telephone, calling cards and cellular telephones. Prepares ATT Uni-Plan bill for payment including the allocation and distribution of monthly charges to the appropriate departments. Prepare and send letters to users of cellular telephones and long distance for personal use reimbursement. Apply and track cash receipts of personal use telephone against user’s account. Maintain subsidiary ledgers for Area Office petty cash funds. Receive new EAF’s, CAF’s and CEAF’s and distribute to appropriate A/P Clerks. Maintain logbook and master sequential files of issued EAF’s, CAF’s and CEAF’s (including cancellations). Performs other duties as assigned. REQUIREMENTS: High school graduate and a minimum one year bookkeeping or accounting courses at the college level. Additional bookkeeping or accounting courses is desired. Two to three years experience in an accounting environment performing a variety tasks and/or any equivalent combination of education and experience which provides the following knowledge, skills and abilities: Ability to handle multiple tasks while working with minimal supervision; manage time effectively to meet deadlines and be self-motivated to learn and take on new task and responsibilities. Has demonstrated a high degree of organizational skills, accuracy, attention to detail and workflow output. Has demonstrated ability to communicate effectively and professionally with co-workers, management and others external to AFSCME. Proficiency with a personal computer, 10 key calculator and in the use of MS Excel and MSWord software is required. Experience with the use of PC accounting software is required. Experience with the use of Microsoft Dynamics GP accounting software is desirable. Experience with MSAccess and Intuit Quickbooks software is desirable. This position requires heavy data entry. Periodic overtime is required. |
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