Part Time AP Specialist

Position Summary:

The Part Time Accounts Payable Specialist is an integral part of the administrative team at Spanish Oaks Golf Club. This person processes all Club invoices, obtains proper approvals from Club management, posts data into ClubEssential, compiles a weekly AP aging report, prints and mails checks, and makes online payments. The AP Specialist is responsible for maintaining vendor files including setting up new vendors and requesting and maintaining up-to-date vendor contact information, W-9 forms, and insurance information. This person reconciles all vendor statements, quickly resolves discrepancies, and is the main point of contact for Club personnel questions related to vendors and invoices. The AP Specialist compiles use tax invoices, assists with vendor worker’s compensation audits, and spearheads the annual vendor 1099 process. This person is responsible for maintaining, disbursing, and reconciling the Club petty cash. They also assist with employee meal statement/payment processing, monthly Member statement processing, Member payment posting and additional duties as assigned.

Position Characteristics:

A successful Accounts Payable Specialist is a career professional who possesses a desire to be the point person for all invoice and vendor activity at the Club. This person should possess a positive attitude, strong work ethic, and the ability to work well with team members. The AP Specialist will be organized and efficient while providing accurate and reliable support to the accounting and departmental staff at the Club. The Accounts Payable Specialist must be courteous, friendly, and professional at all times to Members, vendors, and other Club personnel.

Job Tasks/Duties: *Including but not limited to*

• Receive AP invoices/expense reports through email and regular mail, process and distribute to department heads for coding and approval
• Review approved invoices and input into ClubEssential (CE)
• File vendor documents and invoices and maintain up-to-date vendor contact information
• Review vendor statements and quickly resolve any discrepancies
• Respond to Club personnel vendor/invoice questions and assist in resolving issues
• Process new vendors, including requesting W-9 and insurance information as needed
• Process petty cash transactions as necessary
• Review daily closing reports and reconcile club tickets
• Compile a weekly aging report of all open invoices and forward to accounting and departmental heads to review weekly payments
• Print checks, obtain signature, and mail payments
• Electronically make payments for vendors that allow payments online
• Scan and file all paid invoices in vendor files
• Ensure all alcohol payments are made timely in accordance with TABC guidelines
• Attend weekly Club coordination meetings and provide input related to accounts payable and vendor issues
• Reconcile and count petty cash
• Maintain use tax vendor status in CE
• Produce manual monthly vendor invoices as required
• Print employee meal consumption reports for HR and post payments once processed
• Assist with monthly member statement processing
• Run monthly check register and payables reports
• Assist with vendor/contract labor information for annual worker’s compensation audits
• Process all annual 1099s and prepare for signature

Job Requirements:

• Excellent communication skills, both written and verbal
• Flexibility to respond to changing priorities
• Ability to listen and follow direction
• Communicate clearly and concisely
• Show initiative and enthusiasm assisting members and staff
• Use discretion, work independently or as a team

Pay: From $30.00 per hour

Physical Setting:

• Office

Experience:

• Accounts Payable: 2 years (Preferred)

Work Location: In person

Salary : $30