PRN Accounts Payable

PRN Accounts Payable & Payroll Clerk

Status: PRN / Part-Time, Temporary
Anticipated Term: Through approximately March 23, 2026
Division: Finance & Operations
Reports To: Chief Operating Officer
Location: Family Support Services of Amarillo

Position Summary

The PRN Accounts Payable & Payroll Clerk provides essential financial and administrative support to ensure continuity of operations during an approved employee leave period. This position performs duties in accordance with generally accepted accounting principles, federal and state labor laws, organizational policies, grant and contract requirements, and all confidentiality and safeguarding obligations applicable to nonprofit financial operations.

This role is called in as needed, with recurring part-time hours based on workflow. It functions as a temporary steward of the agency's payables, payroll processes, and documentation integrity—helping keep the financial heartbeat steady while staff are out, and ensuring that every check, every timecard, and every ledger entry is handled with precision and care.

Essential Duties & Responsibilities

The PRN Clerk, under limited supervision and with the highest degree of fiduciary responsibility, shall:

Accounts Payable

• Process vendor invoices, purchase orders, staff reimbursements, and credit card documentation in compliance with agency procurement policies, audit requirements, and internal controls.
• Verify the accuracy of invoices, coding, approvals, and fund allocations, including allocations across restricted and unrestricted funding streams.
• Maintain organized, current, and auditable payables files (electronic and physical).
• Prepare weekly check runs and electronic payments, ensuring proper authorization and documentation.
• Reconcile vendor statements, investigate discrepancies, and communicate with internal program staff regarding outstanding or missing items.

Payroll Administration

• Review and process biweekly payroll, ensuring compliance with federal and state wage and hour laws, internal timekeeping policies, contract billing requirements, and confidentiality protections.
• Verify accuracy of employee timesheets, PTO/SLIP entries, stipends, mileage, and grant-funded allocations.
• Maintain payroll documentation, update employee records as instructed, and prepare payroll reports.
• Assist in preparing backup documentation for grant reimbursement requests tied to personnel expenses, fulfilling HHSC, VOCA, OAG, AAF, and other funding specifications.

Financial Operations Support

• Maintain strict confidentiality of all financial data, employee records, and personally identifiable information.
• Assist with month-end reconciliation by preparing AP and payroll summaries, coding support, and documentation for financial reviews.
• Support audits, monitoring visits, and internal reviews by retrieving records, preparing files, and ensuring traceability of expenses.
• Support internal controls by adhering to separation-of-duties protocols and reporting irregularities immediately to the Director of Finance & Operations or CEO.

Required Knowledge, Skills & Abilities

• Proficiency in standard accounting practices, non-profit cost allocation standards, and wage and hour compliance.
• Ability to handle sensitive information with discretion, impartiality, and sound judgment.
• Skill in using accounting software, payroll systems, and Excel-based financial tools.
• Capacity to meet deadlines under fluctuating workloads and maintain impeccable accuracy.
• Strong communication skills, especially when requesting clarifications, approvals, and documentation from program staff.
• Ability to interpret and apply agency policies, funder requirements, and procedural guidelines.

Minimum Qualifications

• High School diploma or equivalent required; additional coursework in accounting, finance, or business administration preferred.
• Two years of experience in accounts payable, payroll processing, bookkeeping, or related financial responsibilities (nonprofit experience strongly preferred).
• Ability to pass required background checks and complete confidentiality and compliance trainings.

Working Conditions

• Part-time, PRN role with variable hours based on agency need.
• May require additional hours during payroll weeks, month-end close, or audit preparation.
• Must be able to maintain confidentiality in open-office and private-office environments.

Statement of Temporary Appointment

This PRN role is a temporary support position created solely for the duration of the incumbent employee's FMLA period, expected to run through approximately March 23, 2026, with no guarantee of ongoing employment beyond that date. Hours are assigned based on operational need and payroll cycles.