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Accounts Receivable and Payable Clerk
Classification: Nonexempt; Full Time – Hourly
Reports to: Director of Program Services

Position Summary

The Accounts Receivable and Payable Clerk is responsible for managing key financial processes, including billing, invoice processing, collections, and record-keeping for accounts receivable. Additionally, this role handles accounting and clerical duties to ensure the efficient processing and maintenance of accounts payable and cash disbursement transactions.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Generate and send IRC monthly billing invoices according to deadlines.
• Follow up on and collect payments from customers and stakeholders.
• Collaborate with program staff to ensure accurate billing and tracking.
• Research and resolve payment discrepancies.
• Maintain customer files and records related to accounts receivable.
• Follow established procedures for processing receipts and cash transactions.
• Prepare and reconcile bank deposits.
• Assist with month-end closing activities.
• Review and verify invoices, check requests, and credit card transactions.
• Address unusual or questionable invoice items and discrepancies.
• Enter invoices into the accounting system (QuickBooks).
• Print and prepare checks for signature.
• Post transactions to journals, ledgers, and records.
• Reconcile accounts payable transactions and monitor payment status.
• Maintain vendor files and correspondence.
• Provide supporting documentation for audits.
• Maintain accurate historical financial records.
• Assist with organizational projects, such as events, as needed.
• Perform other duties as assigned.

Competencies

• Excellent attention to detail and follow-up.
• Strong planning and organizational skills.
• Effective oral and written communication.
• Ability to manage multiple priorities and meet deadlines.
• Proficient in QuickBooks and other IT systems.
• Strong problem-solving and resolution skills.
• Maintain confidentiality and integrity in all tasks.
• Ability to work under pressure and adapt to change.

Work Environment and Schedule

This position operates in a professional office setting using standard office equipment such as computers, phones, printers, and scanners. Work hours are Monday through Friday, 9 a.m. to 5 p.m., with occasional evening or weekend availability as job demands require.

Physical Demands

This position requires prolonged sitting (up to 8 hours), standing, walking, typing, and reaching with hands and arms. Occasionally, lifting items up to 25 pounds may be necessary.

Travel Requirements

Minimal travel is required, but occasional trips for training or professional development may be necessary. Employees who drive on behalf of the organization must maintain a valid driver’s license, vehicle registration, and insurance.

Required Qualifications

• High School Diploma or equivalent.
• Proficiency in QuickBooks and Microsoft Excel.
• Knowledge of general accounting principles and procedures.
• 1–3 years of experience in accounting or accounts receivable/payable.
• Strong attention to detail and accuracy in financial reporting.

Work Authorization and Security Clearance

• Must clear fingerprinting with FBI and DOJ.
• Must be legally eligible to work in the U.S.