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Position Classification Description

Position Class Code / Title: B0012 / Accounts Payable Clerk
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 05

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Reviews and processes for payment purchase orders, invoices, statements, vouchers, annuities, garnishments, and/or other check requests, as appropriate, for a specified operating unit or internal client group. Draws, verifies, and posts payment checks, and prepares ledger entries. Handles the resolution of account discrepancies and procedural inquiries.

Duties and Responsibilities

  1. Receives and reviews purchase orders, check requests, and/or other related documentation for completeness and compliance with financial policies, procedures, and contractual requirements.
  2. Matches original invoices and requests for payment with internal purchase orders or check requests; performs calculations to determine appropriate payment schedules and amounts, and makes modifications as necessary.
  3. Codes, verifies, and electronically enters accounts payable data into ledgers.
  4. Draws, verifies, and posts payment checks to appropriate vendors and/or agencies.
  5. Follows up on account statements and other discrepancies regarding payment of accounts, and serves as liaison between departments and vendors in the resolution of administrative problems and inquiries.
  6. Monitors blanket purchase orders and periodically notifies departments of balances.
  7. Maintains logs, enters and balances account data, and generates statistical summary reports as required.
  8. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 6 months of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Knowledge of standard accounts payable policies, procedures, and regulations.
  • Knowledge of mathematics.
  • Ability to process computer data and to format and generate reports.
  • Ability to utilize an automated accounting system.
  • Ability to understand and interpret vendor invoices, statements, and other requests for payment.
  • Ability to analyze and solve problems.
  • Strong communication and interpersonal skills.
  • Basic data entry and/or word processing skills.
  • Knowledge of purchase orders and related accounts payable documentation.
  • Knowledge of general accounting principles.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the CWA Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017