Accounts Payable Clerk

POSITION : ACCOUNTS PAYABLE CLERK

DEPARTMENT : ACCOUNTING

REPORTS TO : HOTEL CONTROLLER / CORPORATE CONTROLLER / CFO

REQUIREMENTS :

• Produce highly precise and accurate work.
• Analytical mindset.
• Accommodate and collaborate with all levels of management.
• Meet deadlines.
• Communicate with vendors.
• Data entry.
• Positive and friendly Attitude
• High School diploma or commensurate accounts payable experience.

SUMMARY :

The Accounts Payable Clerk’s primary focus is to process vendor invoices for timely payment.

Additional responsibilities include maintaining permanent files for vendor payments, corporate contracts, certificates of insurance for vendors, and off-site storage records.

ESSENTIAL FUNCTIONS :

Includes the following.  Other duties may be assigned.

• Receive vendor invoices.
• Distribute vendor invoices to appropriate department manager.
• Verify proper account coding of invoices.
• Verify calculations and authorizations of vendor invoices.
• Scanning and data entry of vendor invoice information.
• Print and distribute checks for vendors.
• Reconcile and pay monthly vendor account statements.
• Attend department meetings.
• Prepare credit applications for vendors.
• Prepare and account for issuance of Hotel Gift Certificates.
• Maintain files for corporate contracts and notify department managers of imminent expirations
• Maintain certificates of insurance files for all vendors.
• Maintain off-site storage records (destroy dates, retrievals and pick-ups).
• Prepare 1099’s annually.
• Issue W-9’s.

PHYSICAL REQUIREMENTS :

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.

The employee must frequently lift and / or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

The noise level in the work environment is usually moderate.

EQUIPMENT USED :

Copier; fax machine; computer; calculator; telephone; tape dispenser; stapler; stapler remover; ink stampers; printers; hole punch; letter opener; ruler; pens / pencils / markers.

EEO / M / F / V / D