Accounts Payable Clerk

Job Summary –

• Process all vendor invoices for payment while insuring procedural requirements are met and appropriate approvals obtained.  Maintain vendor payment files, in an orderly manner and resolve/reconcile vendor statements to reduce delinquent items.

Essential Duties and Responsibilities – (Key Activities)

The following are specific responsibilities and contributions critical to the successful performance of the position:

·         Process all Food and beverage purchases and invoices for payment.  Verify posted totals to daily accumulated totals on F&B receiving reports.  Maintain balancing and clearing of GRWI file/listings.

·         Process all non-F&B invoices for payment.  Maintain clearing process against the non-F&B receiving log, match appropriate receiving documents, code invoices, and submit to Assistant Controller for approval.

·         Process checks runs on a timely basis, adhering to scheduled runs, to pay vendors to agreed terms and meet regulatory agency's requirements.  Late/delinquent fees to be avoided.

·         Maintain numeric checks issued control on all bank accounts.  Insure dollar amounts on individual manual check or check runs are entered in check control log and daily cash book.

·         Maintain open receiving and P.O. document files alphabetically.  Periodically purge old documents and resolve those indicating receipt of goods not paid for.  Maintain closed A/P vendor files alphabetically in an orderly manner.

·         Act as first line person to deal with vendor problems, and identify assistance from departments as needed.  Use good judgment in knowing when management must be involved with problems.

·         Balance of A/P invoice listing at period-end with open paperwork/posted invoices on file.  Balance A/P subsidiary ledger with General ledger totals at period-end, including held invoices.  Balance cash disbursement log to G/L to insure all checks are system posted.

·         Finalize period end processing on/before the third working day following the calendar period end.

This list of essential functions is not exhaustive and may be supplemented as necessary.

Other Standards Responsibilities –

Experience -

·         1-2 years of high volume accounts payable experience

General Skills –

• Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

Technical Skills -

·         Personal organization a must, as is ability to accurately deal with large volumes of work. 

·         Automated systems background preferred.

·         Basic math skills. 

·         Must be computer proficient

·         Must have developed language skills to the point to be able to read and understand instructions, safety rules, etc.

Education or Certification -

·         High School Diploma or equivalent

·         Some college level accounting/Associates degree.

Language -

·         Required to speak, read and write English, with fluency in other languages preferred.

Physical Requirements -

·         Must be able to endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, lift up to 30 pounds, and satisfactorily communicate with guests and co-workers to their understanding.