Accounts Payable Associate

POSITION SUMMARY

The A/P Clerk performs a variety of accounting clerical tasks related to the maintenance/processing of payable account records/invoices for Company’s various clients and vendors. Monitors line of credit for paying down line or borrowing to meet payables.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

·        Ensure that purchase orders match receiving information and invoicing.  Follow through with appropriate person (sales, purchasing, shipping-receiving, vendor) to identify and resolve any discrepancies

·        Data entering invoices for payment

·        Maintain a strong relationship with vendors and negotiate special terms when necessary

·        Ensure that all discounts are prioritized on payables list and review with manager

·        Communicate any pertinent information regarding purchases to sales staff in a timely manner following up as needed to ensure all issues are worked out, and confirm orders are released for shipment

·        Monitor cash flow and apply payment to credit line as appropriate.  Also monitor payables due and payroll obligations and make recommendations to borrow money from credit line or transfer money to and from money market when necessary

·        Manage petty cash

·        Reconciliation of expense reports and American Express transactions monthly

·        Calculation and payment of sales tax as required monthly

·        Managing weekly checks and recording all checks into computerized software programs

·        Responsible for 1099’s as needed at year end

·        Verifying transactions comply with financial policies and procedures established by the Company

·        Upholding professionalism by providing courteous customer service to visitors, clients and vendors

·        Assist with monthly reconciliation of financials/General Ledger accounts as needed in conjunction with outside accounting firm.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

·        High School diploma or equivalent

·        One to three years related experience in basic accounting, accounts payable and General Ledger

·        Experience with automated accounting programs and systems, specifically QuickBooks Enterprise Edition.

·        Working knowledge of Microsoft Office (e.g. Word, Excel, Outlook)

·        Ability to maintain a high level of accuracy in preparing and entering financial data

·        Ability to effectively apply analytical and problem solving skills

·        Must be able to work independently and maintain confidentiality

·        Ability to prioritize assignments and adapt to changes in daily tasks as necessary

·        Good organizational and written and oral communication skills required