Accounts Payable Clerk

JOB SUMMARY

The Accounts Payable Clerk is primarily responsible for processing all invoices received by Times Super Market, Ltd. Work involves batching, coding, key entering and filing invoices.

DUTIES

A. Major

1. Processes invoices: receive, sort and summarize by various departments and vendors.

a. Invoices from Stores.

b. Hawaiian House wares and Store Deliveries.

c. Direct Shipment Invoices.

2. Batch and code Invoices.

3. Key enter Invoices.

B. Periodic

1. Statement reconciliation.

2. Process checks.

3. Maintain vendor master file.

4. Code expense items.

5. Batch control.

6. Process miscellaneous disbursements.

7. Calculate amounts on delivery tags and merchandise claims for items of which no invoice or credit memo was received at month end inventory periods.

8. Prepare worksheet for Hawaiian House ware withdrawal billing to other companies.

9. Supply information to Accountants for Store deliveries not included in inventory.

10. Check corrected invoices as received.

11. Follow up on outstanding billing adjustments and claims.

12. Handle inquiries regarding invoices and payments.

13. File invoices and reports.

14. Xerox invoices where applicable.

C. Irregular

1. Other duties as assigned.

RESPONSIBILITY & AUTHORITY

A. Responsibility to Equipment

1. Responsible for the proper use and maintenance of all departmental equipment such as calculator, typewriter, CRT, and telephone. Also responsible for correct usage of community equipment; teletype, Xerox, etc.

2. Ensures that only qualified and authorized persons use CRT Terminal.

B. Responsibility to Times

1. Represents Times Super Market and the Department to the general public and the Stores. Presents a good image of the Company and Department at all times.

2. Must maintain a neat and well groomed appearance.

3. Refers all persons to the proper personnel on matters which cannot be handled by the Accounts Payable Clerk.

C. Responsibility to Others

1. Ensures that proper office safety practices are followed to prevent accidents.

2. Maintains a good working relationship with all employees and other individuals.

D. Authority

1. No direct supervisory responsibilities. Limited to assisting others.

JOB REQUIREMENTS

A. Mental

1. Concentration on accuracy, small print and numbers, close paper work, such as reading reports.

2. Must be accurate in key entry

3. Patience required when the response time on the CRT is slow.

B. Physical

1. Some strength is required to carry boxes for filing.

2. Eye concentration required due to long periods of time spent on reading the CRT screen.

C. Initiative

1. Responsible for exercising good judgment and common sense by following proper procedures in all areas.

2. Ability to work with minimal supervision.

3. Ability to meet deadlines.

4. Ability to solve discrepancies by utilizing proper work guidelines and methods.

5. Must be willing to learn and keep current on all areas of responsibility.

WORKING CONDITIONS

A. Working Environment

1. Office work environment with modern and contemporary office furniture and fixtures-air conditioned.

2. Some fluctuations in the air conditioning temperature.

3. Some glare from the CRT screen.

4. Usually involves long periods of sitting with some work done while standing.

B. Hours of Work

1. Regular work schedule is a five day workweek. Normal workday is 7 ½ hours.

2. Some overtime with prior approval.

C. Hazards

None

D. Equipment Utilized

Telephone

Electric Typewriter

10-Key Adder

Calculator

Xerox

CRT (Computer Terminal)

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.