Accounts Payable Clerk

POSITION SUMMARY

The Accounts Payable Clerk is responsible for prompt and accurate bill payments, providing

exceptional internal customer service, and offering administrative and clerical support to the

Finance Department. They assist in developing and implementing department procedures

related to customer service, internal controls, departmental conditions, staff support,

productivity, and other workplace factors, all while upholding the values of Sacramento Natural

Foods Co-op and its cooperative identity.

DEPARTMENT Finance

REPORTS TO Senior Accountant

FLSA STATUS Non-exempt

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Follows all Co-op policies, procedures, and expectations.
2. Department Operations and Customer Experience
3. Prepare invoices for entry, including calculating department amounts and verifying totals.
4. Monitor signatures and account coding on every invoice. Match packing slips to invoices. Research proof of delivery as needed. Review receiving log for accuracy.
5. Complete accounts payable entries accurately and efficiently.
6. Prepare and submit necessary reports. Ensure timely and accurate processing of invoices.
7. Handle accounts payable research, vendor requests, and questions. Reconcile statements. Maintain cordial vendor relationships. Ensure timely and accurate filing of invoices.
8. Prepare and mail accurate 1099 forms and reports by federal deadlines.
9. Maintain control over current and previous years' A/P files, including their annual transfer to storage facilities.
10. Collect and deliver mail promptly and accurately.
11. Assist the Senior Accountant with vendor reconciliation, accounts receivable processing, and compiling transfer spreadsheets.
12. Other Duties
13. Offer prompt and precise administrative support to the department.
14. Manage department files, records, and electronic databases.
15. Manage special projects assigned by the Senior Accountant.
16. Help train other staff members as assigned by the Senior Accountant.
17. Participate in meetings and events as requested.
18. Show daily support for cooperative values and principles.
19. Compile information and contribute to reports as needed.
20. Carry out additional tasks and work in different departments as assigned.
21. Must be available to work hours according to the needs of the business and their department.

ESSENTIAL QUALIFICATIONS

To perform this job successfully, an individual must be able to satisfactorily complete each

essential duty. The requirements below illustrate the knowledge, skills, and abilities needed.

Reasonable accommodations may be provided to enable individuals with disabilities to perform

the essential functions.

1. Required Experience
2. At least one year of experience in accounts payable or a similar accounting,

bookkeeping, or administrative role.

1. Language Ability
2. Understand complex instructions, correspondence, and memos.
3. Communicate effectively with staff in oral or written form.
4. Effectively present information during one-on-one and small group interactions

with customers and other employees.

1. Create clear and easy-to-understand written procedures for routine tasks.
2. Math Ability
3. Add and subtract two-digit numbers, and multiply and divide by 10s and 100s.
4. Perform these operations using U.S. currency and units of weight, volume, and

distance.

1. Reasoning Ability
2. Use common sense to follow detailed written or spoken instructions.
3. Address problems that involve a few specific variables in standardized situations.
4. Prioritize work tasks, handle multiple tasks, and stay focused.
5. Computer Skills
6. Use Microsoft Word, Excel, email, websites, and accounting software

proficiently.

1. Education
2. High school diploma, GED, or equivalent certification.

DESIRED QUALIFICATIONS

Desired knowledge, skills, ability, and experience are not required to perform the essential duties of the position.

1. Experience using Sage 300ERP.
2. Associates or bachelor’s degree in accounting, finance, or a related field.

ESSENTIAL MENTAL REQUIREMENTS AND COMPETENCIES

To successfully perform the job, an individual should demonstrate the following competencies:

1. Problem Solving
2. Identifies and resolves issues promptly.
3. Customer Service
4. Handle challenging situations.
5. Respond quickly to business needs.
6. Request feedback to enhance internal services.
7. Respond to service and assistance requests.
8. Adaptability
9. Adjusts to shifts in the work environment.
10. Handle competing demands.
11. Handle frequent changes, delays, or unexpected events.
12. Attendance/Punctuality
13. Consistently arrive at work on time.
14. Arrive punctually for meetings and appointments.
15. Dependability
16. Follow management instructions.
17. Dedicate yourself to achieving department goals and expectations.
18. Complete tasks on time or notify the appropriate person with an alternate plan.
19. Quality
20. Show precision, thoroughness, and attention to detail.
21. Seeks ways to improve and promote quality.
22. Use feedback to enhance performance.
23. Monitor your work to ensure quality.
24. Quantity
25. Set goals and work to improve productivity levels.
26. Complete work in a timely manner.
27. Work swiftly and precisely with a sense of urgency.
28. Safety and Security
29. Use equipment and materials correctly.
30. Protect the safety of yourself, co-workers, and Co-op patrons at all times.
31. Report any potentially dangerous equipment or situations to a supervisor

immediately.

1. Report safety-related accidents and incidents to a manager immediately.
2. Follow all of the company's safety policies and procedures.

ESSENTIAL PHYSICAL REQUIREMENTS

The physical demands described here are typical of those an employee must meet to

successfully perform the essential functions of this job. Reasonable accommodations may be

provided to help individuals with disabilities perform these essential functions.

1. Frequent Physical Demands
2. Sit and spend extended periods reviewing information on a computer screen.
3. Use your hands to type, grasp, handle, or feel.
4. Reach out with your hands and arms.
5. Walk, climb, balance, stoop, squat, and kneel.
6. Lift and carry up to 10 pounds.
7. Talk and listen.
8. Occasional Physical Demands
9. Lift and carry objects weighing up to 20 pounds.
10. Specific Vision Ability
11. Close vision, distance vision, peripheral vision, and depth perception.

WORK ENVIRONMENT

The work environment described here is representative of what an employee encounters while

performing the essential functions of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform these essential functions.

1. Frequent exposure
2. The responsibilities of the role are carried out in a well-lit, temperature controlled office setting.
3. Occasional exposure
4. Fumes or airborne particles that range from natural to chemical sources.
5. The environment's noise level is typically moderate.

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors, and

the requirements and conditions listed in this job description are only representative and not

an exhaustive list of tasks an employee may need to perform. The employer reserves the right

to update this job description at any time and require employees to undertake other tasks as

circumstances, business needs, competitive factors, or the work environment change.