Accounts Payable Clerk

This job description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

SUMMARY OF RESPONSIBILITIES

The Accounts Payable Clerk processes and accurately inputs data submitted for accounts payable. Verifies all invoices for Carillon purchases and request receipts. Identifies specific types of expenditures in accordance with the chart of accounts.

ESSENTIAL JOB FUNCTIONS

• Track proper movement of funds for wait list/move in deposits for refunds/entrance fees.
• Report daily balances and special items to Accounting Director and Administrator.
• Processes month-end and year-end functions and report preparation.
• Enters vendor master information for each new vendor and keeps master file up-to-date.
• Prepares invoices for processing by matching with purchase orders or check requests.
• Maintains files of invoices entered by not paid.
• Maintain Aging on Snapshot spreadsheets for accurate funding necessities.
• Assist department supervisors in proper coding of invoices.
• Enter and balance all invoices.
• Prepares checks for mailing by verifying vendors and invoice amounts.
• Maintains files of all paid invoices with check copies.
• Maintains an accurate list of invoices to be accrued at month end processing.
• Reviews monthly statements for vendors for correctness and timeliness of payment.
• Processes end of month closing for accounts payable.
• Will assist with 1099 preparation at the end of the year
• Works closely with accounting staff and auditors during annual audits of Carillon finances.
• Performs specific work duties as responsibilities as assigned by supervisor.
  • During statement week – assist Accounts Receivable clerk as needed to ensure statements are delivered on time.
  • In the absence of the accounts receivable clerk, assists residents with their questions concerning their statement. 

HOSPITALITY FOCUS

Carillon Senior Living fully embraces a culture of hospitality.  To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests: 

• We greet residents, employees and guests warmly, by name and with a smile.
• We treat everyone with courteous respect.
• We strive to anticipate resident, employee and guest needs and act accordingly.
• We listen and respond enthusiastically in a timely manner.
• We hold ourselves and one another accountable.
• We embrace and value our differences.
• We make residents, employees and guests feel important.
• We ask, “Is there anything else I can do for you?”
• We maintain high levels of professionalism, both in conduct and appearance, at all times.
• We pay attention to details.

KNOWLEDGE AND ABILITY

• Must have effective communication skills, both oral and written.
• Must be skilled in the use of all business machines, personal computers, and hospital mainframe computer.
• Must have an understanding of cost accounting.
• Must be able to evaluate priorities, be multi-task and use effective time management.

EDUCATION AND EXPERIENCE

• Have a High School diploma/GED
• Some college level accounting, computer/data processing, or general business training highly preferred.
• Minimum of two years business office experience.
• Have a full understanding of the chart of accounts and general ledger.

PERSONAL AND PUBLIC CONTACT

The Accounts Payable Clerk will have personal contact with all levels of Carillon staff and outside agencies.

PHYSICAL/MENTAL CONDITIONS

Must be able to hear and speak intelligibly.  Must be able to sit long periods of time.  Visual acuity must be good enough for reading, organizing, filing and/or use of a computer terminal.  Be able to work under crowded, noisy and/or stressful situations.

EQUIPMENT USED

The Accounts Payable/Cash Management Clerk will use the following equipment:  computer and various computer programs, copy machi