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
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
Experience of working in a multi company environment
Essential
Previous experience of working for a charity
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