General Description

The Accounts Payable Clerk works under the leadership of the Accounting Manager and performs accounting support work, within federal, state and local guidelines. Work involves performing detailed assignments in recording, classifying, examining, and verifying financial records, documents, or reports.

This position adheres to all applicable laws, regulations, policies, and procedures of HHSC and DCMHMR. Position is responsible for reconciling and entering payable invoices with proper expense codes, processing payment to vendors, and entering purchase orders. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Education, Training and Experience (including licensure and certification)

• High school diploma or general education degree (GED)
• Two years Bookkeeping, Accounts Payable, Accounting or Fiscal Office experience required
• Working knowledge of Excel required

REGISTRATION, CERTIFICATION, LICENSURE OR OTHER QUALIFICATIONS:

• Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code (TAC) and the Health and Human Services Commission (HHSC).
• Must possess and maintain a valid driver's license and automobile insurance.
• Individuals with an out of state driver's license must be able to obtain a driver's license in the state of Texas within thirty (30) days.
• Successful completion of all position-specific training within thirty (30) days of employment is required.

Knowledge, Skills, and Abilities

• Knowledge of generally accepted accounting principles and procedures affecting the maintenance of accounting records and automated accounting systems.
• Skill in the use of a personal computer and related office equipment.
• Ability to review work for accuracy, to accurately perform detailed numerical work, to make arithmetical computations, to prepare financial and accounting records related to accounts payable and purchasing, and to communicate effectively.
• Ability to prioritize multiple tasks in a fast-moving environment with a focus on deadlines and due-dates.
• Strong time management and organizational skills.
• Work independently at a high level of accuracy with great attention to detail.
• Ability to clearly and respectfully communicate with Center staff and outside vendors via written and verbal formats.
• Ability to work flexible hours if needed.
• Ability to interpret a variety of instructions, furnished in written, oral, or schedule form.
• Ability to display regular and reliable in-person attendance.
• Understanding and practice of Trauma Informed Care principles.

Essential Duties

The following list outlines key responsibilities for the position; however, it is not exhaustive and does not encompass all responsibilities. Additional duties may be assigned as needed.

• Display professionalism and courtesy to all vendors and Center Employees.
• Accurately enter and code Accounts Payable invoices for payment. Accounts Payable invoices may be entered directly and as Excel imports.
• Accurately enter procurement card receipts in Accounts Payable system, balance procurement card statements against receipts.
• Monitor and record procurement card charges on a weekly basis to prevent a backlog of outstanding entries at the end of the statement cycle.
• Review and make corrections to procurement card receipt entries and invoices submitted for payment by staff outside of the Fiscal department.
• Communicate with procurement card holders with reminders and requests for receipts not entered by procurement card holders within the timeframe required by the Center.
• Enter all items for payment in a timely manner to ensure that items are paid by due dates.
• Monitor assigned vendor accounts and coordinate with vendors as needed to facilitate on-time payment and resolve invoice discrepancies.
• The position may assist in maintaining gas cards and center cell phone assignments, fleet management, asset repairs, copier repairs and other duties as assigned.