Accounts Payable Clerk

Job Summary:

The Accounts Payable (A/P) Clerk is responsible for monitoring the outflow of capital for the Greater Peoria Mass Transit District (GPMTD), ensuring obligations to pay off short-term debts are met while adhering to the rules set by GPMTD for monitoring vendors, processing invoices and making payments for authorized transactions.

Primary Duties and Responsibilities:

• Facilitate timely payment of vendors, including verifying federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Confirm validity of vendor charges through authorized Department Head approval for payment, vendor invoice history review, and payment only on original invoices to avoid duplication.
• • Receive and verify expense reports; reconcile expense and other financial reports with account balances and ledger records.
  • Credit outstanding obligations upon payment, identify discount opportunities, and issue purchase order amendments or stop-payment orders as needed.
  • Manage vendor credit terms and operating cash for maximum benefit by aligning payments with due dates, avoiding late fees and penalties.
  • Complete weekly check processing each Thursday for mailing Friday morning.

• Reconcile monthly statements and transactions; properly resolve discrepancies to ensure accounting ledger accuracy.
• Manage Bus Pass process, including monthly reconciliation.
• Prepare monthly Board Bills report; submit to Director of Finance the week prior to Board meeting.
• Distribute monthly Budget Variance reports to Department Heads after final month-end closing.
• Complete Per Diem calculations upon request.
• Complete Treasury Report and Form 1096 requirements as needed to maintain compliance.
• Maintain vendor master files with timely updates.

• Calculate and report sales tax based on paid invoices.
• Other duties as assigned.

Training and Experience:

• Associate's degree in Business, Accounting, or a related field, required.
• Certified Accounts Payable Professional (CAPP) certification preferred.

Skills Required:

• Demonstrated reliability and a high level of integrity.
• Proficiency in Microsoft Office applications, including Excel, Outlook, and Word.
• Ability to quickly learn and effectively utilize accounting and financial software systems.
• Strong organizational skills with exceptional attention to detail.
• Proven ability to maintain accurate, confidential, and well-documented financial records.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

General Working Hours:

• Monday through Friday 8:00am-5:00pm, 1-hour lunch
• May require flexibility in scheduled working hours, including weekends