Accounts Payable Clerk

About Glen Ivy:

We pride ourselves on being everyone’s resort. A destination like no other. Whatever you come for: a day with friends or family, a wellness escape, top therapeutic treatments, healthy food or our beautiful pools and lush landscape, the team at Glen Ivy^® guarantees to make your day special, seamless and above all unforgettable.

Benefits/Perks at Glen Ivy:

• Resort privileges- employees get in for free!

• Friends and Family Resort rate

• 40% off services

• 25% off retail

• Birthday gift card

• 12 weeks of summer giveaways

• Paid sick time

• 1.5 pay on select holidays

• Medical/Dental/Vision/Life insurance (FT/PT only)

• 401k benefits

Hours of operation:

• Monday-Sunday 9am-5pm (November-April)

• Monday-Thursday 9am-5pm and Friday-Sunday 9am-9pm (May-October)

Position Summary:

This position reports to the Director of Finance and will be responsible for a wide range of functions to help Glen Ivy Hot Springs streamline its accounting process.  The duties and responsibilities would include, but not limited to the following:

• Responsible for accounts payable cycle through timely, accurate and consistent data entry and reconciliation of vendor invoices using 3 way match process

• Reconcile credit card statements (Home Depot and AMEX)

• Review POs for accuracy

• Other A/P and accounting duties as assigned to support department

Must be able to research and resolve numerical problems, be detail-oriented and operate with a high degree of accuracy and initiative. Ability to work independently, prioritize multiple tasks as well as cohesively with a team. This candidate is required to possess strong organizational skills and excellent communication skills with DOF, Controller, senior leadership and all co-workers. Prefer candidates with previous hospitality accounting experience.

Position Qualification Requirements

Education/Training:

College degree in Accounting, Finance, or Business Admin preferred with related experience.

Hospitality experience is a plus.

Experience:

• Experience managing accounts payables

• Familiarity with corporate payment practices

• Effective oral and written communication skills to include various teaming interactions, performance feedback, employee development, and coaching skills

• Demonstrate team leadership and management skills including facilitation and conflict resolution through collaborative problem solving

• Experience using Excel is a must

• Experience using M3 is a plus

• Experience using Quickbooks is a plus

Job-Related Skills:

• Ability to work to deadlines and in high-volume of transactions

• Ability to make decisions, not afraid to ask questions

• Ability to handle a high level of paperwork and data entry in an organized and timely fashion

• Understand the "bigger picture" of the accounting process 

• Passion for accounting with eagerness to learn and grow

• Problem Sensitivity- Ability to tell when something is looks wrong or is likely to go wrong

• Ability to adhere to company and departmental policies

• Precise attention to detail and strong mathematical skills

• Ability to work efficiently and effectively in an independent environment

• Ability to reconcile account transactions to ending balances and external report totals (Resort Suite/Book4time/Simphony)

• Excellent communication and organizational skills with a strong attention to detail

• Self starter, resourceful and self managed    

Essential Duties & Responsibilities: The Accounts Payable Clerk is responsible for:

Accounts Payable

This position is responsible for the prompt payment of vendors and the maintenance of accurate and timely records of expenditures within the budget and according to authorized purchase orders. These responsibilities include:

• Develops, implements, and maintains systems, procedures and policies for accounts payable functions to ensure adherence to company guidelines.

• Manages accounting functions including maintenance of accounts payable cycle ensuring completeness, accuracy and timeliness.

• Responsible for completing and retaining all new vendor and credit applications (including but not limited to bank & trade, ACH and W9 information).

• Utilizing a 3 way match process, data entry of high volume accounts payable invoices are handled consistently and accurately. 

• Knowledge and ability to properly code AP invoices per department and sub-department. 

• Responsible in resolving any invoice discrepancies with Purchasing Coordinator and Warehouse Coordinator.

• Maintain a month end checklist of late invoicing vendors to ensure accounts are complete before close of AP. 

• Manages monthly closing of financial records for Accounts Payable and posting of month end reconciling the month end balance per the AP Aging to the trial balance.

• Responsible for calculating and preparing the monthly estimates and quarterly sales tax returns.

Responsible for managing the Company’s regulatory requirements including:

• Maintain listing of active and current contracts keeping authorized signer of upcoming renewal dates.

• Conduct and organize annual supplier performance procedure for all identified vendors working with multiple managers to ensure timely information

• Prepare and keep current paperwork for multiple county, state and city licenses and permit

Communications

            Detail: This position requires strong communication both within the accounting department and within the organization. 

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in workload, rush jobs or technological advances.)