Position Purpose
The Accounts Payable Data Entry Clerk is a corporate employee that reports to the Finance Manager. This position is responsible for ensuring that suppliers are paid in a timely, accurate manner. This includes, but is not limited to, approving inventory invoices for payment, general ledger coding of inventory invoices, preparing reports for online bill pay or ACH, processing manual checks, filing accounts payable documentation, maintaining vendor W-9 forms, and other clerical tasks deemed necessary by management. This position requires a self-motivated individual who has the ability to develop innovative solutions to problems. They must be able to organize and prioritize a large volume of work. This person must possess knowledge of and stay current on relevant accounting rules and sales tax laws.
The Accounts Payable Data Entry Clerk must perform all assigned tasks with sufficient speed and accuracy to avoid adverse impact on the company’s credit rating. This position is very structured and all duties are time sensitive.
Tasks (any combination of the below tasks as assigned):
- Ensure that all invoices are accurate and properly authorized
- Process invoices from vendors for goods and services provided
- Reconcile vendor statements and resolve discrepancies
- Maintain relationships with vendors to address inquiries or payment issues promptly
- Maintain organized records of all invoices and supporting documentation for future reference
- Work closely with vendors and internal teams to reach solutions to invoice or payment issues or concerns
- Perform monthly reconciliation of corporate credit card transactions
- Complete most clerical functions necessary for the Business Office
- Any other tasks required as determined by management
Company Conformance Statements
- In the performance of their respective tasks and duties, all employees are expected to conform to the following:
- Work every day according to the company mission and core values
- Perform quality work within deadlines without direct supervision
- Interact professionally with other employees, customers, and suppliers
- Work effectively as a team contributor on all assignments
- Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations
- Being an “Essential Business” and open to the community, employees may be expected to work outside of their normal job responsibilities during disaster situations. All duties will be within reasonable expectations.
Minimum Qualifications
- Must be 18 years old or older.
- Accounts payable experience in a customer service environment is preferred but not required.
- Requires extensive work with the public in person, over the phone, and through electronic correspondence.
- Ability to build relationships with vendors and internal departments.
- Working assigned schedule is imperative.
Work Requirements
- Skills: High degree of accuracy and attention to detail. Excellent communication, research, problem-solving, and time management skills.
- Visual acuity requirements: Required to have the visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a terminal; extensive reading.
- Equipment usage requirements: Must be able to operate machines and software such as POS/Eagle Browser, computers, security systems. Must be able to operate MS Excel and Word, web-based software, phone, email, printer/scanner, fax.
- Attendance requirements: In-office attendance is required as outlined in the handbook.
Behavioral Competencies
- Integrity: Maintains a high standard of ethical conduct. Takes responsibility for mistakes; does not blame others. Keeps commitments and treats others with respect.
- Teamwork: Recognizes group goals and supports them. Accepts different points of view. Shows respect for team members and builds relationships.
- Customer Orientation: Cheerfully meets or exceeds customer expectations – both internal and external. Conveys an attitude of genuine service. Sees customer perspective. Maintains communication to address customer expectations, needs, and concerns.
Pay: $16.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
