AP Clerk/ Accounting Assistant

Job Title: Accounting Assistant/ AP Clerk

Department: Accounting

Reports To: Controller

FLSA Designation: Hourly/Non Exempt

Position Summary

The accounting assistant is responsible for assisting in all aspects of flow of the accounting office and will include Accounts receivables, Accounts Payables, minor payroll duties as needed.

Under the direction of the Controller, assists with accounting, auditing, and related activities and records; follows procedures and systems pertaining to accounting matters. Maintains designated accounting records and is responsible for recognizing, reporting, and addressing any discrepancies with the AR, and AP transactions before they are entered into the Accounting System. This position will also be responsible for general office activities such as inventory maintenance, member and vendor correspondence, supply ordering, collecting, sorting, and distributing incoming mail and posting outgoing mail.

Essential Job Functions:

Accounts Receivables

Reconcile, update and post AR batches.

Reconcile functions and events daily from revenue centers

Communicates daily to Department with daily revenue reports, operational issues, and general updates.

Communicate charges and adjustments to be posted with accounting staff.

Posts all payments to member accounts.

Respond to member inquiries as needed and communicate discrepancies to appropriate staff.

Assist with month-end billings and mailings.

Be aware of billing requests such as tax-exempt groups/individuals, etc. and maintain records for such transactions

Assists with audits of all cash and charge expenditures.

Account Payable:

Process weekly accounts payable invoices and checks.

Match product received to billed invoices.

Match purchase orders to invoices as needed.

Maintain the accounts payable database.

Ensure club policy is followed for invoice approval procedures.

Verify invoice extensions, footings and the sales tax that is charged, if required.

Distribute invoices to department heads for approval.

Make sure invoices are properly verified for quantities and signed approval for payment

Communicate with managers regarding invoice processing, statement reconciliation andother accounts payable issues.

Process vendor payments to include, manual checks, printed checks, ACH payments and virtual credit cards.

Maintain check control logs to include manual checks and voided checks

Maintain vendor files and good vendor relationships.

Review vendor statements with processed invoices and resolve missing or discrepancies with amounts.

Process 1099s at year end, obtain W-9’s from new vendors where appropriate, and assist

with credit applications, certifi cate of exemptions and W-9’s.

Match all vendor statements to the month-end accounts payable aging due list

Reconcile and close the accounts payable system for the month

Copy all fixed asset invoices for the permanent file

Assist the needs of members, as required.

Adhere to all federal, state and local laws.

Provide timely support to Department Heads regarding invoice inquiries and check requests

General Office:

Participates and assists in staff professional development opportunities as offered by the Controller and Administrative staff (e.g. JONAS reports, etc)

Reports computer system issues to the Controller

Maintains accounting, auditing, tax and office policy & procedures

Safeguards financial information in the Accounting Office.

Accepts assigned projects as assigned by Controller relating to the department and Club’s needs.

Working Conditions: Sitting for long periods of time.

Accountability: Accountable for the accurate completion of tasks according to established policies and procedures in a timely manner.

Job Qualifications:

Education: Associates Degree

Experience: 2 years of Office Accounting experience focused AP, preferably in a Club environment.

Skills:

Requires general knowledge of accounting and bookkeeping transactions. Strong organizational skills with attention to detail. Computer skills should include Word, Excel and Outlook. Must have basic math skills (add, subtract, multiply and divide numbers) and be efficient on ten-key. Must have excellent customer service/communication skills to work with members, fellow team members, various levels of management and vendors. Attention to detail, speed, accuracy and the ability to follow through on assigned tasks.

Experience with Jonas and/or Beanworks a plus

Compensation: Commensurate with experience