Accounts Payable

Location: City of Rochester

Position Summary:

The Accounts Payable Clerk is responsible for all aspects of the accounts payable function, including the processing of purchase orders, vendor invoices, check requests, payment preparation, and record maintenance. This position ensures timely and accurate payments while maintaining compliance with organizational policies and financial procedures.

Responsibilities:

Receive, review, and process vendor invoices for accuracy, completeness, and proper authorization for various MCC Association departments, including Child Care, Residence Halls, Bookstore, Agency, Athletics, and Student Association. Maintain electronic records and supporting documentation within Quick Books.

Match invoices to purchase orders, contracts, and receiving documentation to ensure accuracy and compliance.

Process invoices and ensure timely and accurate payments in accordance with established payment terms.

Prepare and process electronic payments, ACH transactions, wire transfers, and checks.

Reconcile vendor statements and investigate and resolve payment discrepancies.

Maintain accurate vendor records, including W-9 documentation and banking information.

Identifies stale-dated checks, sends letters to vendors and/or students, and remits unclaimed or non-reissued checks to New York State in accordance with applicable regulations.

Respond promptly and professionally to vendor inquiries regarding payments, account balances, and invoice status.

Monitor accounts payable activity to ensure payments remain current and identify potential issues requiring resolution.

Collaborate with internal departments to resolve invoice, purchasing, and payment-related concerns.

Maintain organized and accurate financial records in accordance with departmental policies and audit requirements.

Enter, track, and file purchase orders.

Identify stale-dated checks, correspond with vendors and students regarding outstanding payments, and process unclaimed property in accordance with New York State regulations.

Prepare, process, and distribute annual 1099 forms.

Provide exceptional customer service to both internal and external stakeholders.

Perform other duties as assigned.

Required Qualifications:

High school diploma or equivalent.

Minimum of three (3) years of accounts payable experience.

Strong customer service orientation with the ability to effectively support vendors and internal stakeholders.

Demonstrated experience with corporate credit card reconciliation, expense review, and resolution of discrepancies to ensure accurate financial reporting.

Proficiency in Microsoft Office applications.

Excellent written, verbal, and interpersonal communication skills.

Ability to operate standard office equipment, including computers, calculators, copiers, and related technology.

Strong organizational skills with exceptional attention to detail and accuracy.

Ability to manage multiple priorities and deadlines in a fast-paced environment.

Ability to anticipate work needs, exercise sound judgment, and maintain professional interactions with customers and colleagues.

Preferred Qualifications:

Associate degree in accounting from a college or university accredited by the U.S. Department of Education or an internationally recognized degree granting institution2 years professional experience in accounting or a closely related field

Ability to maintain confidentiality and safeguard sensitive financial information.

Strong analytical, problem-solving, and critical-thinking skills.
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