Accounts Payable Clerk

Job Description

Job Description

Description :

CLASSIFICATION PURPOSE

This non-exempt position is responsible for entering all labor and materials receipts, monitoring payments and expenditures, and performing all accounts receivable tasks; performs related work as required.

ESSENTIAL FUNCTIONS

The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.

Codes and generates purchase orders to appropriate accounts; investigates vendor discrepancies; sets up new vendors in system; reconciles vendor statements; resolves receipt matching problems; accurately inputs bills and credits into accounts payable system; cuts checks and / or ACH payments; prepares regular periodic and special accounting reports; verifies that transactions comply with financial policies and procedures; prepares, verifies, and processes invoices and coding payment to the General Ledger; prepares batches of invoices for data entry; enters payment data; maintains up-to-date accounts payable system; participates in month end closing activities; organize and maintain vendor / subcontractor agreements and insurance policies; uses computer applications (e.g., Microsoft Office Suite, company software); attends meetings; communicates using basic English; and provides excellent service (e.g., accurate, complete, and timely) to vendors, partners, and company staff in a courteous and efficient manner.

KNOWLEDGE, SKILLS, AND COMPETENCIES

Knowledge Areas : Landscape Maintenance industry practices; Accounts Payable functions; accounting principles; office equipment (e.g., computers, printers, faxes); administrative policies, practices, and record keeping procedures; 10-key; time management; personal accountability; ability to work independently; communicates using basic English; Windows operating system, Microsoft Office suite, and company software; and company customer service objectives, norms, and strategies.

Skills : Code, match, enter, and process invoices with accounts payable payments; post daily activity to the general ledger system; conduct basic accounting and bookkeeping procedures; reconciliations; update and maintain records accurately; read, understand and follow verbal and written instructions and procedures; prepare reports; remain organized, multi-task, and function calmly in stressful situations; demonstrate attention to detail; prioritize work to meet established deadlines; operate modern office equipment (e.g., copiers, computers, printers); work with the Windows operating system, Microsoft Office suite, and company software; communicate using basic English; work independently; attend meetings; and provide excellent customer service by ensuring each client’s needs are fulfilled in an accurate, complete, and timely fashion by demonstrating courtesy, efficiency, and professionalism.

Competencies

• Accounting : Conducts accounting functions (e.g., accounts payable, invoice coding); produces various accounting reports.
• Record Keeping : Maintains all Vendor files and agreements; maintains Vendor COI’s; maintains documentation and tracks field resources (e.g., apparel, chemicals, office equipment); is well organized, accurate, and current.
• Customer Service : Consistently exceeds customer expectations by working efficiently and ensuring that all job quality standards are met; maintains a pleasant, positive, and professional disposition to all customers; is friendly at all times.
• Administrative Efficiency : Demonstrates highly-efficient time management skills; adept at multi-tasking to accomplish goals; generates purchase orders; places orders for job and office materials; applies support systems to ensure safety and efficiency.
• Results Oriented : Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost and quality; holds performance as more important than process; sets specific, measurable and company-relevant goals and takes efficient action to accomplish success.
• Office Equipment : Strong expertise in Microsoft Office applications and accounting software packages; uses and supports others’ usage of standard office equipment (e.g., printers, fax, copiers); operates a multi-line phone system effectively.
• Interpersonal Skills : Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; is approachable, helpful, and trustworthy; communicates well with others.

Requirements :

EDUCATION / EXPERIENCE

An example of the preferred education, training, and / or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes : at least two (2) years of professional experience involving basic accounts payables, accounts receivable, and accounting responsibilities equivalent to that described above.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification. Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis.

Frequent sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending and stooping, twisting of waist side-to-side, turning and flexion of the neck; and lift and carry objects weighing up to 50 pounds; normal manual dexterity and hand-eye coordination; corrected hearing and vision to normal range.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS

Pre-employment : Incumbents must sign the Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job.

License : A valid class C driver’s license, which must be maintained throughout employment in this job classification, is required at the time of appointment.

Certifications : Though not required, possession of a Certified Notary Credential is preferred.

Language : While not required, basic bilingual English and Spanish skills are preferred for this classification.

Working Conditions : Work is predominately in an office environment with associated noise, space, and computer screen exposure.

Background Investigation : Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and / or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates may be subject to a background investigation and / or drug test.

Introductory Period : Incumbents appointed to this job classification serve an introductory period of three months.

KEY PERFORMANCE INDICATORS

The Key Performance Indicators for this position will be specified at the time of appointment.