Basic Functions and Responsibilities:
The Accounting Clerk is responsible for all aspects of the Accounts Payable function. The Accounting Clerk will also perform other assigned duties in the Accounts Receivable and General Ledger areas. This position will help facilitate information requests from internal and outside agencies such as accounting firms, customers, suppliers and financial institutions.
Specific responsibilities will include:
Enter vendor invoices into the accounting system. This includes coding invoice to the proper general ledger account and verifying invoice has been approved by the appropriate personnel. This also includes reconciling vendor statements to our records and following up on any discrepancies.
Invoice payment selection and preparation of the weekly check run. All checks issued must be supported by the proper documentation. This process also includes preparing the checks to be mailed and filing all documents in vendor files.
Communicate with vendors on any invoice discrepancies and return calls for payment status.
Initiating calls to customers on payment status of invoices and updating the collections call log based on information received.
Adding new vendors and customers to the accounting system and making sure we have the appropriate paperwork from them on file (i.e. W-9, sales tax exemption certificates, certificates of insurance)
Preparation of the annual 1099-MISC forms to vendors who require a 1099 form to be issued to them.
Certain account reconciliations and replenishment of the Petty Cash account on a monthly basis.
Perform cash application of customer payments to the open invoices on a daily basis. Filing of all cash receipts paperwork and postings.
Process invoices for shipments to customers on a daily basis, including the e-mailing of the invoices to the customer and the filing of all invoices and shipping packets.
The above list is not intended to be all inclusive but to serve as a listing of the primary responsibilities of the Accounting Clerk position. This job description will be reviewed on a regular basis and amended as deemed necessary.
Previous experience working in an Accounting department of a company. Familiar with accounting terminology and general accounting rules
Experience using a computerized accounting system (i.e. Sage100)
Working knowledge of Microsoft Office (Excel and Word)