Accounting Assistant/AP Clerk

Job Title: Accounting Assistant / AP Clerk

Department: Accounting

Reports To: Controller

FLSA Designation: Hourly / Non-Exempt

Position Summary

The Accounting Assistant supports the smooth operation of the accounting office, handling Accounts Receivables (AR), Accounts Payables (AP), and minor payroll duties as needed. Under the Controller’s direction, this role involves assisting with accounting, auditing, and related activities, maintaining accounting records, and addressing discrepancies. Additional responsibilities include general office activities such as inventory maintenance, correspondence, supply ordering, and mail handling.

Essential Job Functions

Accounts Receivables:

• Reconcile, update, and post AR batches.
• Reconcile daily functions and events from revenue centers.
• Communicate daily revenue reports, operational issues, and updates to the department.
• Notify accounting staff of charges and adjustments to be posted.
• Post all payments to member accounts.
• Address member inquiries and report discrepancies to appropriate staff.
• Assist with month-end billings and mailings.
• Maintain records for billing requests, such as tax-exempt groups.
• Assist with audits of cash and charge expenditures.
  
  

Accounts Payable

• Process weekly accounts payable invoices and checks.
• Match products received to billed invoices.
• Verify purchase orders against invoices as needed.
• Maintain the accounts payable database.
• Ensure adherence to club policy for invoice approval.
• Verify invoice extensions, footings, and sales tax.
• Distribute invoices to department heads for approval.
• Ensure invoices are verified for quantities and signed approval.
• Communicate with managers regarding invoice processing and account issues.
• Process vendor payments including manual checks, printed checks, ACH payments, and virtual credit cards.
• Maintain check control logs for manual and voided checks.
• Maintain vendor files and foster good vendor relationships.
• Review vendor statements, resolve discrepancies, and address missing amounts.
• Process 1099s at year-end, obtain W-9s from new vendors, and assist with credit applications and certificates of exemption.
• Match vendor statements to the month-end accounts payable aging report.
• Reconcile and close the accounts payable system monthly.
• Copy all fixed asset invoices for permanent filing.
• Assist members as required.
• Adhere to all federal, state, and local laws.
• Provide timely support to department heads regarding invoice inquiries and check requests.
  
  

General Office

• Participate in professional development opportunities offered by the Controller and administrative staff (e.g., JONAS reports).
• Report computer system issues to the Controller.
• Maintain accounting, auditing, tax, and office policies and procedures.
• Safeguard financial information in the Accounting Office.
• Complete assigned projects related to departmental and club needs.
  
  

Working Conditions

Primarily sitting for long periods.

Accountability

Responsible for accurate and timely completion of tasks according to established policies and procedures.

Job Qualifications

• Education: Associate’s Degree
• Experience: 1-2 years of office accounting experience with a focus on AP, preferably in a club environment.
• Skills:
• General knowledge of accounting and bookkeeping transactions
• Strong organizational skills and attention to detail
• Proficiency in Word, Excel, and Outlook
• Basic math skills and efficiency with ten-key
• Excellent customer service and communication skills
• Attention to detail, speed, accuracy, and ability to follow through on tasks
• Experience with Jonas and/or Beanworks is a plus
  

Compensation

Commensurate with experience.

Post hire requirements: drug screening and background check