Accounts Payable Clerk

Main Purpose of the Job

The role of the Accounts Payable Clerk is to process transactions as accurately and effectively as possible. This includes:
• Entering invoices onto computer systems
• Matching invoices to purchase orders and querying variances
• Checking invoices for accuracy, VAT treatment and payment terms
• Processing expense claims via an online system
• Obtaining valid internal authorisation for transactions
• Monitoring finance inbox queries and invoice printing
• Ensuring invoices are correctly coded in the general ledger
• Arranging payment of foreign currency invoices
• Collecting, distributing and scanning post
• Creating new standing data e.g. supplier accounts
• Updating records of standing data
• Routine accounting controls
• Extracting information from ledgers
• Processing payment runs
• Answering queries from suppliers, customers, budget holders and auditors

Key Relationships

Regular interaction across all levels in finance and purchasing. Dealing with all individuals in all institutes with regards to payment of invoices. Interaction with suppliers. 

Main Activities & Responsibilities

Percentage

Invoice and Expenses Transaction Processing
• Entering invoices onto computer systems
• Matching invoices to purchase orders and querying variances
• Checking invoices for accuracy, VAT treatment and payment terms
• Processing expense claims via an online system
• Obtaining valid internal authorisation for transactions
• Monitoring finance inbox queries and invoice printing
• Ensuring invoices are correctly coded in the general ledger
• Arranging payment of foreign currency invoices
• Collecting, distributing and scanning post

70

Database Maintenance
• Creating new standing data e.g. supplier accounts
• Updating records of standing data

15

Ledger Analyses and Reports
• Answering queries from suppliers, customers, budget holders and auditors
• Extracting information from ledgers

15

As agreed with line manager, any other duties commensurate with the nature of the role.

Education & Qualifications

Requirement

Importance

5 GCSEs grades A-C including Maths and English or an equivalent qualification

Essential

AAT Level 2 certificate in accounting or an equivalent

Desirable

Specialist Knowledge & Skills

Requirement

Importance

Excellent computer skills, including Microsoft Office 365

Essential

Knowledge and understanding of VAT

Essential

Business Central and Continia products would be advantageous’

Desirable

Knowledge of Great Plains software package

Desirable

Knowledge of online expense systems

Desirable

Relevant Experience

Requirement

Importance

Recent experience working in a finance team in an accounts payable role

Essential

Significant experience of processing invoices and expenses

Essential

Previous experience of working for a charity

Desirable

Experience of working in a multi company environment

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Good communication skills both written and verbal

Essential

Excellent organisational skills to manage own workload

Essential

Good interpersonal skills, with the ability to work well as part of a team

Essential

Ability to work with precision and accuracy

Essential

Customer focused

Essential

Willingness to help others and be flexible

Essential

Additional Requirements

Requirement

Importance

Attention to detail

Essential

Keen to continue to learn and adapt

Essential

Able to present a positive image of self and the Partnership

Essential

Promotes equality and values diversity

Essential

Willingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to work

Essential

Willingness to work outside of standard working hours when required

Essential

Ability to maintain confidentiality and security of information where appropriate

Essential