what is a accounts payable disbursment clerk?

Answer 1

Someone who cuts checks to vendors

Answer 2

Someone who pays the bills in a company.

Answer 3

here is a very detailed description of the position this was for some random state but i am sure most of the things are the same for every state.

POSITION PURPOSE:
Provides primary responsibility for all phases of accounts payable processing including, vendor file maintenance, invoice and payment requisition processing, check issuance and remittance, 1099 record maintenance, and accounts payable records management. Maintains property management records, and performs purchase order and encumbrance control and various other tasks relating to Accounting Division functions. Provides effective communication regarding accounts payable issues with vendors and City staff.


ESSENTIAL FUNCTIONS:
Ability to coordinate and complete entire accounts payable process within strict designated daily and monthly deadlines by working effectively with multiple individuals in a highly tactful yet precise and professional manner. (Daily)
Ability to exercise judgment in evaluating completeness and accuracy of invoices submitted for payment. This ability would include discrepancy identification, determination and implementation of corrective action to resolve errors of self and others involving invoice coding, encumbrance designation, and application of payment descriptions and categories. (Daily)
Ability to accurately and quickly input data into a computer and detect and correct data entry errors at time of data entry. (Daily)
Ability to understand and apply basic accounting principals relating to accounts payable including payment reconciliation, account code structure, internal control, and purchase order and encumbrance accounting. (Daily)
Accurately apply mathematical principles to calculate appropriate taxes, prepare monthly reports, and reconcile monthly account statements with invoices received. (Monthly)
Ability to organize and prioritize work using knowledge of current office technology and business methods, personal computer and mainframe applications. (Daily)
Ability to effectively use PC word processing and spreadsheet programs necessary for billing calculations and monthly reports. (Daily)
Must be able to communicate in English language, orally and in written form with the general public and staff members using proper grammar, punctuation and spelling. Ability to use standard business writing practices and report preparation. (Daily)
Effectively portray outstanding customer service for the City of Manhattan, through courteous and effective oral and written communication skills. (Daily)
Operate a 10-key calculator with a minimum of 100 keystrokes per minute. (Daily)
Ability to operate multi-line phone system. (As-needed)

NATURE AND SCOPE:
The Finance Clerk is supervised by the Finance Specialist, who reports to the Accounting Supervisor, who reports to the Assistant Director of Finance, who reports to the Director of Finance. The Director of Finance reports to the City Manager , who in turn report to the City Commission. The Accounting Division consists of an Accounting Supervisor, a Treasury Officer/Risk Manager, Finance Technician(s), Finance Clerk(s), a Payroll/Claims Specialist, and a seasonal intern.

The Accounting Division is responsible for cash management, debt management, special assessments, property management, accounts payable, payroll, investments, cash receipts, accounts receivable, and financial reporting. The Accounting Division, along with Management Information Services, is part of the Finance Department.

The Finance Clerk works under limited supervision. This position provides primary responsibility for all phases of accounts payable processing. This position implements a key part of the City’s internal control process relating to disbursements. Responsibilities unique to this position include vendor file maintenance, invoice processing, 1099 record maintenance, maintenance of property management records, and purchase order and encumbrance control. These responsibilities all require daily maintenance to ensure accuracy, avoid overpayments, and provide regulatory compliance. This is accomplished by effectively dealing with all vendor and staff questions and troubleshooting all problems quickly and professionally. Additional responsibilities includes check issuance and remittance, accounts payable records management, taxi coupon reconciliation, accounts payable report preparation and distribution, and back up for phone system.

Administration of these responsibilities requires strict adherence to daily and monthly time schedules. Quantity of work, with quality control, can only be accomplished within a highly organized and efficient environment. Professional and precise but highly courteous communications are required.

Performance of this position can be measured, in part, by the completeness, accuracy and timeliness of invoice and payment requisition processing and remittance on an established daily and monthly schedule. Ability to achieve problem resolution and maintain smooth and seamless operations while conducting courteous and professional communications with vendors and all City staff is a key performance indicator. Other indicators of performance are timely preparation and distribution of accounts payable reports, tax remittances, and also properly maintained property management records, vendor information, and 1099 data.

Work is normally reviewed according to agreed upon deadlines and the degree to which overall results are achieved. Challenges and problems inherent in this position include managing a large volume of work which is very detailed in nature, effective time management to provide constant follow up to ensure allotted time frames are met and no delays in payment occur, enhanced communications with vendors and City staff to assure all that questions and problems are addressed. Working in a busy environment with numerous interruptions throughout the day, ability to prioritize and complete daily tasks within the allotted time are conditions of this position.

PRINCIPAL ACCOUNTABILITIES:
Verifying the accuracy of invoices prior to payment. This involves checking the coding, to assure charging the appropriate account, totaling the charges to verify the amount is correct and that authorization for payment is on the invoice, and verifying that payment has not previously been made. (Daily)
Monitor status of statement billings to ensure timely payment requests from Departments. (Monthly)
Provide accurate data entry of all invoices into the computer to assure payment in a timely manner to avoid late charges and effect on time discount. (Daily)
Process and print all monthly warrant checks and compile the necessary information for the preparation of the monthly Appropriation Ordinance according to a strict deadline. (Bi-Weekly)
Verify and process all prepaid requisition requests for daily prepaid checks and meets required daily deadline. (Daily)
Balance and reconcile all accounts payable disbursements each month and post to the general ledger. Prepare monthly reports and distribute as required. (Bi-weekly)
Perform basic spreadsheet and word processing functions on a PC to complete taxi payment reconciliation, Xerox usage, and other required reports. (Monthly)
Maintain and secure records necessary for 1099 compliance. (As needed)
Serve as phone back up for the phone system for the Accounting Division. (Daily)
Monitor and initiate approval process for new vendors. Maintain and update the vendor file with changes in addresses, phone numbers and tax identification numbers. (Daily)
Administer internal controls for accounts payable as required. (As needed)
Organize and reconcile taxi coupons and optically scan the coupons Into the mainframe computer. (As needed)
Maintain property management records. Obtain all required information from departments for additions, deletions, transfers and changes to fixed assets. (As needed)
Compile and maintain procedural manual for all job tasks. (As needed)
Communicate verbally and in writing with vendors in reference to their accounts. Research discrepancies in payments and vendor billings and effect problem resolution where necessary. (Daily)
Prepare and monitor encumbrances of contracts and purchase orders. (Daily)
Perform cost analysis of utility billings and Xerox usage. (Monthly)
Accurately file and maintain records after processing and ensures ease of retrieval. (As needed)
Coordinate and maintain all charge account correspondence and approvals, and provides restricted access to charge cards. (As needed)
Display creativity by developing new and streamlined methods of accomplishing assigned tasks. (As needed)
Perform other related accounting functions as required. (As needed)

KNOWLEDGE, SKILL AND ABILITY:
The ability to deal courteously and effectively with the public and City Staff. Considerable knowledge of current office methods, practices, procedures and equipment, fundamentals of financial record keeping and methods of performing basic business mathematical calculations; clerical methods, techniques, forms and filing systems used in an accounting environment. Considerable skill in posting data and making arithmetic calculations with speed and accuracy; using a calculator by touch; establishing and maintaining efficient filing and records retention of financial documents; using initiative and judgment in dealing with work flow and uncertain situations; working effectively under strict time limitations to produce accurate results; comprehending and using basic accounting terminology, codes and formats; operating data entry equipment and typing at a minimum rate of 40 words per minute from clear copy; following verbal and written instructions. Ability to interpret rules and regulations and apply them to work situations. Ability to understand and follow complex and written instructions. Ability to master high-end accounting software.


REQUIRED EDUCATION AND EXPERIENCE:

High school graduate or GED required; Plus Bachelor of Science degree or other degree, or Associate of Arts degree plus one year accounts payable work experience or; Technical training in closely related field and two years or more accounts payable work experience may be substituted for education requirements.
Required Knowledge:

Knowledge of computer software applications including word processing and spreadsheets.
Knowledge of disbursements and property management accounting.
Knowledge of basic 1099 compliance.
Knowledge of internal control administration for accounts payable.
Knowledge of high-end accounting package.

Skills/Abilities:

Ability to read and comprehend written material of a fairly technical nature.
Ability to organize files and effectively retrieve data.
Ability to compose business correspondence and proofread to provide written communications that are grammatically correct and punctuated properly.
Excellent verbal skills needed to communicate with customers, answers questions and complaints in a highly professional and competent manner.
Ability to apply basic mathematical concepts.
Ability to apply reconciliation techniques using standard accounting methods and principles.
Ability to perform data entry.
Ability to prepare worksheets and reports on spreadsheets.

Machines/Equipment Used:

Personal computer and related software applicationsCopiers
Mainframe computerFax
CalculatorTypewriter
Computer PrinterOptical Scanner
MICR Check Printing System Multi-line phone system
Paper Shredder

Physical/Mental Demands/Working Conditions:

Must be able to cope with stress brought about by dealing with tight time schedules and strict deadlines.
Must be highly organized and able to perform in a very professional manner at all times.
Must be able to exercise independent judgment in evaluating completeness and accuracy of technical information.
Must be able to logically analyze situations and resolve discrepancies and correct errors.
Sedentary work
Sits for prolonged periods of time while entering data in a computer.
Lifts objects weighing up to 30 pounds occasionally.