POSITION SUMMARY
The Accounts Payable Clerk is responsible for prompt and accurate payment of bills, exceptional internal customer service, and administrative and clerical support for the Finance Department. Supports the Finance department in the development and carrying out of department procedures for customer service, internal controls, department conditions, staff support, productivity and other workplace conditions and in a manner that upholds the values of Sacramento Natural Foods Co-op and the cooperative identity.
DEPARTMENT Finance
REPORTS TO Senior Accountant
FLSA STATUS Non-exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES
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Upholds all Co-op policies, procedures and expectations.
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Department Operations and Customer Experience
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Prepare invoices for entry, including extending department amounts and double-checking totals.
- Monitor signatures and account coding on each invoice. Match packing slips to invoices. Research proof of delivery as needed. Review receiving log for accuracy.
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Perform accounts payable entry with a high degree of accuracy and speed.
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Produce and file applicable reports. Process invoices on time and with accuracy.
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Handle accounts payable research, vendor requests and questions. Reconcile statements. Maintain cordial vendor relations. Maintain timely and accurate filing of invoices.
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Prepare and mail accurate 1099 forms and reports within federal deadlines.
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Maintain control of current and past years of A/P files, including their annual move to the storage facilities.
- Retrieve and distribute mail promptly and accurately.
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Assist the Senior Accountant with vendor reconciliation, Accounts Receivable processing, and compiling transfer spreadsheets.
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Other Duties
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Provide prompt and accurate administrative assistance to the department.
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Maintain department files, records, and electronic databases.
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Coordinate special projects as assigned by the Senior Accountant.
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Assist in the training of other staff persons as assigned by the Senior Accountant.
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Attend meetings and events as requested.
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Demonstrate support for the cooperative values and principles daily.
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Compile information and contributes to reports as needed.
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Perform other duties and work in other departments as assigned.
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Must be available to work hours based on the needs of the business and their department.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Required Experience
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Customer Service experience.
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Language Ability
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Comprehend complex instructions, correspondence and memos.
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Communicate effectively in oral or written form to staff.
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Effectively present information in one-to-one and small group situations to customers and other employees.
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Produce clear and understandable written procedures for standard tasks
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Math Ability
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Add and subtract two digit numbers and to multiply and divide with 10’s and 100’s.
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Perform these operations using units of U.S. currency and weight measurement, volume and distance.
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Reasoning Ability
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Apply common sense understanding to carry out detailed written or oral instructions.
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Deal with problems involving a few concrete variables in standardized situations.
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Prioritize work tasks, multi-task, and maintain focus.
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Computer Skills
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Use Microsoft Word, Excel, Email, website, and accounting software proficiently.
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Education
- High school diploma, GED, or equivalent certificate.
DESIRED QUALIFICATIONS
Desired knowledge, skills, ability and experience are not essential to be able to perform the essential duties of the position.
- Experience using Sage 300ERP.
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1+ years administrative work.
ESSENTIAL MENTAL REQUIREMENTS AND COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
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Problem Solving
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Identifies and resolves problems in a timely manner.
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Customer Service
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Manage difficult situations.
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Responds promptly to business needs.
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Solicit feedback to improve internal service.
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Respond to requests for service and assistance.
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Adaptability
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Adapts to changes in the work environment.
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Manage competing demands.
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Deal with frequent change, delays or unexpected events.
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Attendance/Punctuality
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Consistently report to work and arrive on time.
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Arrive at meetings and appointments on time.
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Dependability
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Respond to management direction.
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Commit to meeting department goals and expectations.
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Complete tasks on time or notifies appropriate person with an alternate plan.
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Quality
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Demonstrate accuracy, thoroughness and attention to detail.
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Looks for ways to improve and promote quality
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Apply feedback to improve performance.
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Monitor own work to ensure quality.
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Quantity
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Meet and strive to increase productivity standards.
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Complete work in timely manner.
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Work quickly and accurately with a sense of urgency.
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Safety and Security
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Uses equipment and materials properly.
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Protect the safety of self, co-worker’s, and Co-op patrons at all times.
- Report any potentially harmful equipment or situations to a supervisor without delay.
- Report safety-related accidents and incidents to a manager immediately.
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Follow all company safety policies and procedures.
ESSENTIAL PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Frequent Physical Demands
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Sit and review information on a computer screen for extended periods of time.
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Use hands to type, grasp, handle or feel.
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Reach with hands and arms.
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Walk, climb, balance, and stoop, squat and kneel.
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Lift and move up to 15 pounds.
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Talk and hear.
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Occasional Physical Demands
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Lift and move up to 30 pounds.
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Specific Vision Ability
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Close vision, distance vision, peripheral vision, and depth perception.
The work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Frequent exposure
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The duties of the position are performed in a well-lighted, temperature-controlled office environment.
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Occasional exposure
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Fumes or airborne particles ranging from natural to chemical.
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The noise level in the environment is usually moderate to loud.
The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and require employees to perform other tasks as circumstances or conditions of its business, competitive considerations or the work environment change.
Sacramento Natural Foods Co-op provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, national origin, religion, sex, gender, gender expression, pregnancy, childbirth, perceived pregnancy, reproductive health decision making, age, sexual orientation, marital status, mental or physical disability status, medical conditions, military/veteran status, political activities/affiliations, status as a victim of domestic violence, genetic information, or any other characteristics protected by federal, state, or local laws.