Accounting/Procurement Clerk

Position Title : Accounting/Procurement Clerk

Department: Finance

Reports To: Accounting Manager

Position Summary: 

To assist in the processing of data in conjunction with the preparation of Clinica’s monthly financial statements and the analysis thereof. Particular areas of responsibility include Cash receipts, Accounts Payable, Petty Cash processing, Payroll processing, and procurement administration.

Specific Responsibilities:

Cash Receipts

· Process bank deposits, which include bank remote deposit for checks and all other cash deposits.

· Maintain cash receipt log and record cash receipts in accounting system.

Accounts Payable

· Receive mail & date stamp all invoices; compare invoices to receiving documents, packing slips and purchase orders; contact vendor to resolve any discrepancies; file the invoice until time for payment.

· Code and record the invoices in the accounting system for accountant approval and file the invoices.

· Process accounts payable weekly check run in conjunction with Accountant I.

· Matching the payments with supporting documents to be mailed and to be filed in a timely fashion.

· Ensure compliance with reporting requirements for payments over $600.
Obtain W9 forms from vendors and issue Form1099’s at year-end.

· Create and manage purchasing orders

· Uses e-procurement platform (Precoro) and accounting management software (fundEZ) for solicitations, purchase orders and contract management.

· Tracks shipments and resolve any issues that may arise during the procurement process.

· Ensure that suppliers meet quality standards/delivery deadlines and communicates all delays with operations team.

· Research websites/contact vendors to gather technical information and prices on supplies and equipment.

· Provides high level of service to internal and external customers while effectively resolving inquiries and challenge.

· Ensuring accuracy and compliance with company policies.

Petty Cash

· Be a custodian to petty cash and security of petty cash.

· Responsible for petty cash disbursements and collection of supporting documents for the disbursement, and replenishing petty cash.

· Prepare and submit to the Account, a monthly reconciliation of petty cash.

Payroll

· Process bi-weekly payroll in conjunction with Accountant I.

· Send notice reminders for timesheet approval.

· Clean up timesheet exceptions and time-off requests.

· Transfer hours to payroll and generate payroll report before processing for Accountant to review.

· Other duties as assigned.

· AA degree or two years of clerical or administrative experience, preferable in a not-for-profit environment.

· Substantial MS Office and MS Excel experience with particular emphasis on spreadsheets.

· Attention to detail; strong organizational and interpersonal skills.

· Good verbal and written communication skills.

· Ability to handle and prioritize multiple tasks and work in a fast-paced environment.

· Bilingual preferred (English/Spanish)
· Current driver license and access to car on a daily basis.