Accounting Clerk

• Review, edit, and prepare all catering and group event invoices
• Bill reviews with the sales & catering team for accuracy
• Respond to guest inquiries via phone and email within a timely manner
• Prepare, review, research and edit weekly aging reports
• File Accounts Receivable documents in appropriate areas daily
• Guest and Billing Inquires, research and processes customer claims and/or disputes and concerns
• Set up new accounts in A/R system (Opera)
• Update all sales in Sales systems for sales teams’ records
• Credit Card Processing of Customer payments/authorizations & credit card reconciliation
• Full-cycle AP Processing including: coding and processing invoices daily, payments to vendors
• Analyze and work with various departments to research and resolve problem invoices in a timely manner
• Maintain an accurate vendor master file and records, including set up and filing
• Annual 1099 IRS reporting including correctly identifying vendors during set-up as 1099 eligible
• Maintain vendor relationships with constant and timely communication
• Research and resolve any vendor issues relating to payments or invoices
• Monthly preparation of accruals for month-end close
• Maintain professional customer service (both external and internal)

NOTE: This description is not intended to be all-inclusive. Other related duties may be assigned as required in addition to the principal duties outlined above.

SUPPORTIVE FUNCTIONS

In addition, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the requirements of The Ranch:

• Provide direct service to guests and support other departments such as Human Resources, Sales & Marketing, Front Desk, etc.

Education and Licensing

• High school or equivalent education required. AA Degree or 3-5 years on the job experience required.

Skills and Experience

• Accounts Receivable, Billing & Customer Service experience required, previous experience in Accounts Payable, Hospitality and Sales & Marketing desirable. Knowledge of Great Plains and Opera preferred.

Grooming

• All employees must maintain a neat, clean and well-groomed appearance per The Ranch standards.

Competencies

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read and write the primary language(s) used in the workplace.
• Must have excellent verbal and written communications skills.
• Must have attention to detail
• Working knowledge of Excel and Word.
• Ability to solve problems and make rational decisions.
• Good cognitive skills are essential.
• Ability to work at a computer for 8 or more hours per day, while answering the phone and typing information.
• Good working knowledge of The Ranch, its services and facilities.
• Perform additional duties as necessary and assigned by management.
• Must be detail oriented and have exceptional customer service and social skills.

PHYSICAL DEMANDS

• Most work tasks are performed indoors. Temperature generally is moderate and controlled by The Ranch environmental systems.
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary.
• Position may require walking and touring of guests throughout the resort. The length of time of these tasks may vary from each situation.
• Packing of boxes (collateral) with occasional lifting up to 25lbs on a regular and continuing basis.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other team members.
• Multi-tasking involved integrating both Administrative, Sales & Marketing.
• Ability to spend extended lengths of time viewing a computer screen.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

Other:

Regular attendance is essential to the successful performance of this position. Irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the fluctuation in business levels in the hospitality industry, employees may be required to work varying schedules to reflect the business needs of The Ranch. In addition, attendance is required at all scheduled training sessions and meetings.