What are the responsibilities and job description for the Accounts Payable Clerk position at Signature Heating Cooling and Plumbing?
Job Summary
The key role of the Accounts Payable Clerk at Signature is to ensure transactions are properly accounted for and accurately reflect the company’s financial process. The Accounts Payable Clerk completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices. Additionally, the Accounts Payable Clerk will assign vendors to the proper department and cost centers, work with vendors to resolve past due invoices, and reconcile monthly statements.
The Accounts Payable Clerk will also be expected to assist other companies as needed within the partnership.
Duties & Responsibilities
- Pay vendors by monitoring discount opportunities, verifying federal ID numbers, scheduling, and preparing checks.
- Enter invoices and purchase orders into the accounting software in an accurate and timely manner.
- Work with department managers to ensure purchases are made to the correct department, account, and period.
- Resolve purchases orders, contracts, invoices, or payment discrepancies.
- Ensure credit is received for outstanding memos.
- Issue stop-payments or purchase order amendments.
- Review invoices for appropriate documentation and approval prior to payment.
- Make correcting entries through JE Adjustments as needed to ensure the accuracy of the financials.
- Prioritize invoices according to cash discount potential and payment terms.
- Process check requests in an accurate and timely manner.
- Respond to vendor inquiries.
- Meet month-end close tasks by adhering to the month-end close schedule.
- Maintain files and documentation thoroughly and accurately, in accordance with company policies and accepted accounting practices.
- Report sales tax by calculating requirements on paid invoices.
- Apply for NTTC certificates through the state of New Mexico as needed for equipment and material purchases.
- Reconcile monthly credit cards as assigned.
- Disburse petty cash by recording entries and verifying documentation.
- Participate in the month-end inventory process to ensure the accuracy of Signature inventory.
- Maintain certificate of insurance and W-9 on sub-contactors.
- Provide COIs and W-9s to customer on work provided as requested.
- Complete and submit credit applications as requested by vendors.
- Prepare end of year 1099s.
- Adhere to internal control processes.
- This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive, but representative; other duties may be assigned.
Competencies for Success
- Communication
- Customer Focus
- Dependability/Productivity
- Interpersonal Skills
- Organization Skills
- Quality
- Results Orientation
Required Skills & Abilities
- Ability to prioritize and manage expectations.
- Able to adhere to strict deadlines.
- A keen eye for detail.
- Ability to work independently.
- Maintain current knowledge related to work activities.
- Ability to write letters and memos using appropriate grammar and spelling.
- The ability to communicate articulately and efficiently with other people within the company.
- Requires making decisions that affect other people and financial resources.
- Must be able to independently determine tasks, prioritize duties, and set goals.
Education & Experience
- Associates preferred
- Three years of Accounts Payable
Physical Demands
- Must be physically able to lift, lower, push, and pull objects of up to 50 lbs. unassisted
- Ability to stand, walk, climb, bend, stoop, and crouch for extended periods of time
Work Environment
Office based
Work Schedule
Monday through Friday 8AM to 5PM
