Job Description
Position Summary
The AP Clerk is responsible for all functions related to vendor invoice process and payment, and the associated month end close, shared front office administrative duties, along with back up to Accounts Receivable. This position also delivers on the day-to-day commitments to our Customer, our Company, and our People:
Purpose
Process
People
While building on our culture of:
Doing it Right
Doing it Safe
Doing it WellEssential Duties and ResponsibilitiesSafety
Read and understand the Crescent Safety Playbook – Doing It Safe
Directs visitors to appropriate department or calls for personnel to assist in escorting the visitor to the appropriate area (i.e., GE foreign nationals). Ensures that visitors are wearing appropriate attire for walking through the warehouse safely (shared receptionist duty).
Ensure Safe and well-maintained Work Environment and conditions throughout all workspaces, facility, and surrounding areas
Engage all people in cultivating and promoting a Safety-First Culture People
Ensure mail is distributed to designated areas and all outgoing mail is processed accurately
Replenish postage machine with postage
Greet all visitors and guests in a professional and welcoming manner whether in person or phone conversations.
Promote a Work Environment where Crescent People are valued and can safely communicate, grow, and develop.
Orders all office and kitchen supplies for the corporate office Productivity
Support Cross Functional Teams to manage and prioritize assignments to ensure customer demand and accounting schedules are met
Champion the Crescent Culture of Doing it Right, Doing it Safe, and Doing it Well and abide by all written and understood policies and procedures
Identify, drive and support all Continuous Improvement (CI) efforts
All other duties as assigned, including but not limited to the identification and training of an individual capable of successfully completing all stated Key Responsibilities as appropriate to maintain integrity of position for progression planning and coverage during times of absence Quality
Manages PO related A/P invoices; communicates with sites to verify accuracy, then payment entry
Manages discrepancies between PO and Invoices, working with sites/staff to resolve
Reviews and verifies all site checkbooks monthly and ensures proper expense accruals and inventory receipts
Backup to Accounts Receivable billing and paymentsCustomer Value
Responsible for all A/P invoices data entry into GP, including filing
Respond to all vendor inquiries and discrepancies
Monitors all vendor websites for invoices to be processed
Mails all checks written to vendors
Set up all new vendors in GP getting approval from Controller
Shared duty: answers incoming telephone calls in a cheerful, courteous, and timely manner, properly routing each call to the proper party, taking messages when necessaryFinancial
Review/monitor AP mailbox, match invoices with internal PO's, identify variances, enter into GP those that match and resolve with operating sites variances invoices
Codes recurring non-PO related A/P invoices; communicates the expenses to sites for entry into checkbooks.
Tracks non-PO recurring A/P invoices and ensures proper expense accruals at month end
Track & Manage CC process, utilizing web/system tools to collect and consolidate for EOM GL entries
Participate in EOM process, meeting established timelines
Maintains petty cash drawer and requests for replenishment when neededCultural CompetenciesDo It Right
Doing what is right for our customers, doing what is right for our company, and doing what is right for our People. Continually improving the quality of our product and services. Monitoring and measuring every key ingredient which could negatively impact our quality. Doing it Right ensures we will always be a Premier Service Provider.
Identifier and champion of change opportunities, adept at countering resistance to change, and an advocate for continuous improvement
Provide direction and rally the team impetus, forge teams
Willing to take calculated risks
Accurate and timely completion of assigned tasksDo It Safe
Providing a safe environment and supporting our people to reach their highest potential. A safe environment where all forms of risk are assessed and controlled. A safe environment open to new ideas, where our people's opinions and overall well-being count. A diverse environment where everyone fits and can be successful.
Self-assured
Able communicator—good clarity, balanced talker, and listener
Patient
Effectively assertive and able to handle conflict and confrontation situations
Solution vs. blame oriented
Mixture of firmness and flexibility
Has energy and enthusiasm
Holds self and others accountableDo It Well
Optimizing all our resources to efficiently and effectively perform all tasks well. Our overall productivity as a company is a reflection of the thousands of activities performed well each and every day by everyone. At Crescent, our ability to Do it Well is a real source of pride valued by our customers.
Systematic trainer, willing and able to develop people
Good work ethic, task focused and willing to extend extra effort
Able to follow structure where it exists and create structure where it does not
Resilient—able to deal with the unexpected, not easily flustered
Has sense of urgency
Follows up to ensure quality task completionWork Environment / Physical Demands
Fast paced environment, requiring adaptation to continuous changes in Company, Customer and People needs
Ability to frequently sit, stand, walk, reach with hands and arm's length, climb or balance, stoop, kneel, and crouch
Ability to regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds
Ability to sit for extended periods of time at desk in traditional office environmentSystems Usage
MS Dynamics Great Plains
Nulogy PackManager
MS Office Suite (Excel, Word, Outlook, Teams)Performance Metrics and Trends
Safety
People
Productivity
Quality
Customer Value
FinancialQualificationsEducation & Experience:
Bachelor's Degree or equivalent working experiencePreferred Qualifications:
Experience with systems mentioned above
Detailed oriented
Training and/or education in accounting
We will absolutely know the AP Clerk is successful if they can:
Independently complete their daily, weekly, and monthly assigned duties
Maintain high quality of vendor/supplier AP processing with minimal entry/payment issues
Highly proficient and accurate with data entry, data processing, and quick to learn new systems and technology
Demonstrate an ability to manage multiple tasks simultaneously and organize work effectively
Lead cross-functional efforts to bring process improvement as well as initiative to automate the A/P process.
Communicate directly and transparently with the accounting team, offering assistance wherever needed, to form a cohesive team environment
By completing this application, you are acknowledging the following:
I am at least 18 years of age of older
I can perform the essential functions of this position, with or without accommodation
I am a US Citizen or otherwise authorized to work in the US on an unrestricted basis