Accounts Payable Clerk

Description

Company: Prairie Band, LLC

Position Title: Accounts Payable Clerk 

Job Classification: Non-Exempt, Full-Time 

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. 

Reporting Relationship: Controllers

Location: LLC Corporate Office

Primary Accountabilities:

The Accounts Payable Clerk is responsible for providing accounts payable support and ensuring the accurate and timely processing of vendor invoices, employee reimbursements, and other company obligations. This position maintains vendor records, supports month-end closing activities, assists with audit requests, and ensures compliance with company policies and procedures.  

Major Duties:

· Receive, review, and process vendor invoices for accuracy, proper coding, required approvals, and supporting documentation.

· Enter invoices and credit memos into the accounting system.

· Match purchase orders, receiving documentation, and invoices when applicable.

· Monitor invoice due dates and prepare weekly payment runs.

· Process payments through checks, and support processing ACH, wire transfers, and other approved payment methods.

· Maintain vendor files, including W-9 forms, tax documentation, and contact information.

· Communicate with vendors regarding invoice status, payment inquiries, discrepancies, and account reconciliations.

· Research and resolve invoice discrepancies, pricing differences, duplicate payments, and vendor statement variances.

· Reconcile vendor statements and ensure outstanding items are addressed timely.

· Maintain electronic and physical accounts payable records in accordance with company retention policies.

· Assist with month-end close by preparing reconciliations and supporting schedules.

· Assist with annual audits and provide requested documentation and support.

· Generate and distribute accounts payable reports as requested by management.

· Assist with 1099 preparation and reporting activities.

· Ensure compliance with company policies, internal controls, and approval requirements.

· Maintain confidentiality of company financial information.

· Establish and maintain effective working relationships with vendors and management.

· Effectively communicate orally and in writing.

· Participate in departmental and company meetings as required.

· Contribute to team efforts by accomplishing related duties as assigned.

Requirements

• High school diploma or equivalent required
• Minimum one (1) year of Accounts Payable experience.
• Experience with accounting software and Microsoft Office applications, particularly Excel.
• Knowledge of accounts payable processes, invoice processing, and vendor management.
• Ability to perform basic mathematical calculations and account reconciliations.
• Ability to work on a variety of tasks and to perform a variety of administrative duties, such as typing, word processing, filing, and processing paperwork. 
• Strong organizational, critical thinking and people skills.
• Strong attention to detail and commitment to professional integrity. 
• Able to execute multiple tasks, deadlines, and priorities.
• Take initiative to work through issues without requiring constant supervision. 

Preferred Qualifications: 

· Associate degree in Accounting, Business Administration, or related field.

· Two (2) or more years of Accounts Payable experience.

· Experience with ERP or accounting systems

· Experience processing multi-company or multi-entity accounts receivable transactions.

Physical Demands:  

· Physically mobile with reasonable accommodation. 

· Ability to sit for extended periods of time. 

· Ability to read computer screens, email and talk on the phone. 

· Ability to bend, reach, kneel, twist and grip items while working at assigned desk area. 

· Ability to lift up to twenty-five (25) pounds. 

Work Environment: 

· Professional and deadline-oriented environment in an office setting. 

· Interaction with staff and vendors. 

Additional Duties: 

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor. 

Tribal Preference Exercised: 

Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B).

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