Accounts Payable Specialist

ACCOUNTS PAYABLE SPECIALIST                                                           JOB DESCRIPTION

DEPARTMENT:                 Accounting

REPORTS TO:                     Controller

STATUS:                               Non-Exempt

JOB SUMMARY:

Responsible for processing all invoices and authorized check payments to hotel vendors in accordance

with hotel standards.  Reconciles daily statements and month-end balancing of payables.

QUALIFICATION STANDARDS:

Education & Experience:

• College degree, Accounting Major, High school graduate.
• Two year(s) accounting experience.
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Ability to provide legible communication; compute mathematical calculations.

Physical Requirements:

• Ability to remain stationary at assigned post for extended periods of time.
• Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements:

• Ability to input and access information into the computer.
• Ability to maintain concentration and think clearly.
• Ability to focus on details and resolve numerical problems.
• Ability to prioritize, organize and follow up.
• Ability to maintain confidentiality of pertinent hotel data.
• Ability to promote positive relations with vendors and staff alike.
• Ability to provide clear and pleasant telephone communication.
• Ability to perform job functions with minimal supervision.
• Ability to work cohesively with other departments and co-workers as part of a team.
• Prior training in guest relations.

DUTIES AND FUNCTIONS:

• Maintain complete knowledge of and comply with all hotel/departmental policies and procedures.
• Maintain complete knowledge of property management system and manual procedures.
• Maintain complete knowledge of correct maintenance and use of equipment; use equipment only as intended.
• Set up and organize work station with designated supplies, forms and resource materials; maintain cleanliness at all times.  Report shortages to supervisor.
• Answer telephone within 3 rings, using correct salutations and telephone etiquette.
• Post invoices into payables system for payment ensuring accuracy and pre-authorization of back-up.
  1. Match invoices with corresponding purchase order and/or market list.
  2. Secure Controller/General Manager and Department Head or Purchasing Manager signature.
  3. Review 1099 requirements.
  4. Ensure proper ledger coding.

• Present checks to Controller and General Manager for payment with all back-up documentation

properly approved.  Checks are to be ready for signature by each Thursday afternoon and mail out by Friday afternoon.Maintain a check register in numerical order of all checks and a check issue log.  Check register totals for the month needed to tie to the general ledger.  Note discrepancies.

• Prepare applicable sales taxes invoices for out of State vendors, post them to use tax account.
• Maintain a copy of all beverage invoices and prepare surtax liability.  Submit to Controller for approval.
• Create new vendor accounts in the system.  Ensure each new vendor submits 1099 information and maintain throughout the year.
• Ensure that cancelled checks and voided checks are recorded “stop payment” by the bank and notify Controller.  Keep copy of cancelled check in voided binder.
• Maintain files for copies of checks with supporting documentation in alphabetical order.
• Maintain files for invoices to be paid.  Posted invoices must have proper coding and stamp with posting sequence number.
• Maintain files for ACCPAC generated reports.  File posting sequences numerically and a copy of the month end detail summary aging.  Review aging agrees with general ledger.
• Audit AP aging every month.
• Perform month end and year end closing procedures.
  1. Prepare monthly accruals for outstanding invoices not posted and of recurring monthly

expenses.

1. 1. Reconcile Food and Beverage receiving sheets to the general ledger.
   2. Assist with the entering of month end journal entries.
   3. Balance the AP bridge account (goods received w/o an invoice).

• Reconcile vendor’s statements on a monthly basis and follow up on discrepancies.
• Handle vendor’s payment inquiries and disputes.
• Maintain priority payment log and ensure all payments are made on a timely manner.  Avoid late and finance fees.  Take advantage of vendor discounts and payment terms.
• Review payment requests, travel & expenses reports, employee advances and petty cash, and present to the Controller for approval prior to payment.
• Special assignments and duties as assigned by the Controller and/or Staff Accountant.
• Assist with other Accounting job functions as assigned.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.