Accounting Clerk

Job Title: Accounting Clerk

Reports To: Director of Finance

FLSA Status: Non-Exempt Full Time

Overview and Responsibilities

Summary: Assists in the making and keeping of financial records of the organization. Assists the Finance Department with finance and accounting duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

· Process emails from vendors

· Enter payable bills into our accounting system with assigned allocation

· Review vendor statements and contact them for missing invoices.

· Answer vendor or employee questions regarding invoices and charges.

· Maintaining and promoting excellent vendor relations

· Call vendors not in use (paid and payable files)

· Entering and maintaining W-9’s on file from vendors (including vendor insurance documents)

· Track all licenses and renewal expiration dates.

· Business insurance tracking

· Organize and maintain files related to Insurance.

· Track all property taxes and annual fees.

· Monthly Sales Tax Reports

· Receiving and processing mail, including the filing of documents.

· Creating and maintaining spreadsheets

· Enter credit charges into the accounting system and scan receipts.

· Prepare and gather documents for Audit.

· Maintain and update Cabinets and Contract Files in alphabetical order.

· Create new vendor files and order new files and labels.

· File invoices and check payments and log all checks mailed out

· Ensure files for invoices are current and checked regularly.

· Create an Invoice for Postage semi-annually

· Annually change out files for boxing and storing in file room.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures. Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; and demonstrates attention to detail.

Problem Solving- Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service Orientation - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members. Helpful, knowledgeable and polite while maintaining a positive attitude.

Written Communications - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The

requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Associate’s degree in finance or accounting or High School Diploma, plus two years related experience and/or training. Prior work experience in closing the books/month end close and moderate Excel experience required.

Language Ability:

Ability to write, read and comprehend simple instructions, short correspondence, and emails. Ability to effectively present information to customers, clients, and other employees of the organization.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft excel, word, outlook, power-point, and publisher software, Microsoft Excel pivot tables and VLOOKUP's. Email transmission and communication, internet navigation and research, accounting and leasing software and office equipment.

SUPERVISORY RESPONSABILITIES:

This job has no supervisory responsibilities.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision. While performing the duties of this Job, it could be required to sit regularly; use hands and fingers, handle, or feel and talk or hear. The employee could be required on occasions to stand, walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

Benefits

401k

Health Insurance

Life Insurance

Paid Time Off and Paid Holidays

• Mileage reimbursement (when applicable for the position)