Alpha Xi Delta Fraternity
Staff Position Description:
ACCOUNTS PAYABLE CLERK
Inherent in each staff position within Alpha Xi Delta Fraternity is an obligation to commit to the Fraternity's
vision: Inspiring women to realize their potential. Further, each position includes a responsibility to promote and
carry out the Fraternity's mission: To enrich the life of every Alpha Xi Delta.
RESPONSIBLE TO: Director of Finance and Operations
DEPARTMENT AND The Accounts Payable Clerk is a member of the Finance and Operations
The position is classified as non-exempt.
PURPOSES AND To carry out the accounts payable and general bookkeeping
BASIC FUNCTIONS: responsibilities for the Fraternity, Education and Housing Funds.
INTERNAL RELATIONSHIPS: Every Alpha Xi Delta staff member is integral in fulfilling the Fraternity's
vision and mission. Although a position may generally require
collaboration more with one staff member than with another, all
staff members work cooperatively and respectfully with each
EXTERNAL RELATIONSHIPS: Works with various volunteers and companies as needed to reconcile
accounts payable invoices and to maintain good financial
DUTIES AND RESPONSIBILITIES
General Financial and Bookkeeping
Physically transports all Fraternity and Foundation deposits to the banks where their accounts are
Communicates with Fraternity Headquarters’ banks as needed.
Processes cash refunds.
Oversees and replenishes the petty cash box.
Prepares and enters journal entries for the Fraternity, Education, and Housing Funds.
Reconciles all bank statements.
Prepares various expense schedules as requested.
Prints and/or files all Accounts Receivable, Accounts Payable and most Fund Accounting Reports.
Assists in maintaining accurate Fraternity, Education and Housing Fund records in Great Plains. This
includes, but is not limited to, updating the chart of accounts and adding accounts as needed, updating
Alpha Xi Delta Fraternity 2
Staff Position Description: Financial Services Assistant
AP vendor information as needed.
Distributes W-9 forms as needed.
Assists with oversight of corporate credit card program, including ordering new staff and volunteer
corporate credit cards as needed, increasing lines of credit as needed, maintaining the list of corporate
credit card holders, reconciling Fraternity Headquarters’ staff and volunteers’ MasterCard statements,
and contacting the credit card company as needed.
Prepares monthly sales tax return information.
Prepares audit workpapers as assigned.
Processes all accounts payable.
Prepares IRS 1099 and 1096 forms.
Monitors check forms inventory and reorders as needed.
Maintains accounts payable paper files.
Updates hotel and credit reference sheets when needed.
Prepares all direct-bill applications.
Updates and distributes sales tax exempt forms as needed.
Communicates with the Fraternity’s credit card processing companies as needed to ensure good
business relations and competitive rates.
Serves as backup to Financial Services Coordinator for accounts receivable duties as needed.
Undertakes additional assignments and projects as requested.
f&o-fsa.doc/u/shared/finance/job descriptions (4/2006)