Accounts Clerk - Part-Time

RESPONSIBILITIES/DUTIES/FUNCTIONS/TASKS

Invoices

· Data entry of invoices into MRI Accounting System.

· Distribute invoices requiring executive approval to appropriate management staff for execution.

· Investigate and resolve discrepancies on invoices by contacting vendors, management, and/or company personnel as needed.

· Assist the Controller in the decision-making process by prioritizing and highlighting items on the Open Invoices

Checks

· Run a check preview prior to printing the check for accuracy.

· Print and distribute checks for invoices approved by the Controller.

· Create a wire transfer or ACH through online banking for the approval from Signatories to process.

· Print check registers and give to Assistant Controller to update the daily balance.

Bills

· Consolidated Edison – Through the utility company’s website “My Account” search and print the bill balances for each of Con Edison accounts. Process electronic checks as payment. Print the payment confirmation information and staple it to the bill. Process payment information into MRI Accounting System.

· Cablevision – Various cable accounts are paid in the same manner as Con Edison. Other cable accounts are paid via the physical check process.

· Union Bills – Receive and print Union bills from Payroll. Enter the union website and process electronic checks. Print the payment confirmation information and staple it to the bill. Process payment information into MRI Accounting System. Email payment confirmation of Union bills to Payroll and Management.

· Create and process inter- company/project charge backs of various accounts such as Amex, Fed Ex, AT&T, Health Insurance and MRI invoices.

Monthly Closing

· Close accounts Payable on or around the 10th of the month on the MRI Accounting System

· After Closing Accounts Payable print various reports which include open status, reconciliation, distribution etc. as per the request.

· Report all transactions made daily to the bank reconciliation clerk to be updated on the daily balance sheet.

Filling

· Attach the check stub to the invoice and file the physical copy to the respective folder by Vendor and by entity.

· Scan all the invoices with the check stub and file electronically on the server by Vendor and by Entity.

Vendor Management

· Create a new vendor in MRI as needed.

· Responsible for the payment updates for vendors as per request.

End of Year

· Process check registers for the entire Calendar year

· Print check register per entity, highlight, and give to management for approval to process 1099s.

· Print a 1099 preview list and match up to the check register 1099 work sheet.

· Process, distribute, and file 1099s.

· Process, distribute, and file 1096s.

· Provide all requested reports to the auditors or management as per request.

Customer Service

· Provide professional, efficient, positive interactions to venders, auditors, company staff, and management.

· Maintain consistent communication with management and company departments via telephone, email, and/or in person.

· Provide feedback to help improve efficiency, procedures, policies, and system functions to improve Accounts Payable functions.

· Perform other duties as assigned by the Executive Director or Controller.

Shift / Schedule:

Three days a week, Monday through Friday depending on the day and will be discussed at the interview

between 8:00 a.m. – 4:00 p.m.

Total: 21 hours per week

Status: Part-time