Accounts Payable Clerk, Accounting

SUMMARY:

The primary purpose of the position is to assist the AP team with processing all department invoices in accordance with current accounting policies. This position will also be expected to assist with various payment processes to pay vendors and handle other accounting or AP duties. This is a very fast-paced position that requires attention to detail and multi-tasking.

EDUCATION AND/OR EXPERIENCE: High School diploma required.  A college degree or equivalent work experience in accounting, auditing, mathematics, business administration or related study is acceptable. Prior business or accounting experience is preferred. Strong problem-solving skills, detailed oriented and multi-tasker are required.  Any knowledge of Acumatica is a plus.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This position involves driving a company vehicle and/or company insured vehicle. A valid driver’s license is required, along with successful completion of a pre-employment Motor Vehicle Report (MVR) and annual MVRs, according to company guidelines. Follow safe, defensive driving practices at all times, obey all traffic laws, regulations, signals and markings, use a seat belt, and follow Company policies and procedures, including the Substance Abuse Policy. Never drive while under the influence of drugs, alcohol or medications that may impair your ability to operate a vehicle safely, report any accidents immediately and cooperate fully with insurance claims investigations. This position will be required to verify that invoices are coded properly, have proper approval or documentation according to policy. Review Import files submitted by other departments for accuracy, make changes as needed, scan and post. When entering invoices in Acumatica ensure all information is entered correctly, including but not limited to vendor number, invoice number and date, use tax, payment amount, discounts, payment terms, GL codes etc.

Scan and index all invoices processed. Obtain required forms and set up all vendors requiring payment. Set up correct Tax information required by law. Set up the correct calculations for discounts offered by Vendor. Scan and Index all Supplier Maintenance forms and information. Complete all requests for W-9 and credit Information required by Vendors. Scan all Credit and Tax documents submitted to Vendors. Review all expense reports to ensure that all expenses are in accordance with policies.  If not follow up with the employee or manager as needed.

Have all invoices entered and posted by period end deadlines require. Prepare check edit report for appropriate approval each time a check run is needed. Make all changes to check edit requested by management. Communicate with departments when a specific check requires special attention and follow-up to ensure all internal controls are being followed. Cut checks weekly or as needed. Scan & index all checks & mail with required remittance. Pull checks that require special handling (express mail, returned to requestor, etc) Prepare Positive Pay file after each check run and ensure the file is uploaded to the bank before mailing checks. Prepare P-Card and ACH files to pay vendors. Assist AP Manager with company credit card deadlines, audits, and processing into Acumatica as a journal entry. Communicate with Vendors to clear up all discrepancies on statements. Prepare and submit 1099 forms in accordance with the law. Research incorrect information when contacted by IRS.

Maintain standards in compliance with audits and assist in complying with external audit requests. Assist with various other accounting job duties deemed necessary. Mailroom coverage when needed and/or assist with other office functions. Attending Departmental Meetings.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hand to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee frequently is required to walk.  The employee is occasionally required to stand; climb or balance, and stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and color vision.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet.