Accounts Payable Clerk

The Hotel at Auburn University; Auburn (AL); On-site; USD 34,000 - 48,000; Full time

Job summary

The Hotel at Auburn University is seeking an Accounts Payable Clerk to join our finance team. This role will compute, classify, and record numerical data to keep our financial records complete and timely.

You will add new vendors, audit invoices against PO pricing, process check requisitions, ensure proper approvals, and coordinate weekly check runs with the Director of Finance. Proficiency with MS Office and accounting software is expected, with strong attention to detail and confidentiality.

Qualifications

• High school diploma required; business or accounting degree preferred.
• Customer service experience required; hotel AP experience preferred.
• Ability to maintain confidential and meticulous records.

Responsibilities

• Add new vendors into AP system, verifying proper new vendor form, W-9 and banking information is received and validated.
• Audit all invoices upon receipt for accuracy to PO pricing and quantities, code invoices and ensure proper approval; verify extensions, prior payments, discounts and tax accruals.
• Audit all check requisitions for proper approval and backup.
• Verify no duplicate payments are made.
• Ensure invoices are entered in the proper accounting period; code pre-paids for future expenses.
• Coordinate and process weekly check runs with the Director of Finance.

Skills

Organizational skills

Communication skills

Confidential records

Accounting principles

Computer proficiency

Education

High school diploma

Business or Accounting degree preferred

Job description

Job Summary:

The Accounts Payable Clerk will compute, classify, and record numerical data to keep financial records complete.

Supervisory Responsibilities:

• None

Duties & Responsibilities:

• Add new vendors into AP system, verifying proper new vendor form, W-9 and banking information is received and validated.
• Audit all invoices upon receipt for accuracy to PO pricing & quantities, code/verify coding of invoices and proper approval, verify extension, previous payment, discounts, and sales tax/use tax accrual.
• Audit all check requisitions for proper approval and backup.
• Verify no duplicate payments are made.
• Ensure invoices are entered in the proper accounting period, verify and code pre-paids as necessary for future period expenses.
• Coordinate and process check runs on a weekly basis with the Director of Finance.
• Reconcile/research all vendor statements.
• Research and submit any stop payment requests to Director of Finance for processing. Void/reverse check in accounting system when copy of stop payment is received.
• Mail all checks US Mail unless otherwise directed.
• Handle any vendor requests that come in via email or phone.
• Each associate is expected to carry out all reasonable requests by management which the associate is capable of performing.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidential and meticulous records.
• Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Highly proficient with computers and must be able to easily learn accounting software systems.

Education & Experience:

• High school diploma required; Business or Accounting degree is preferred.
• Customer service experience is required, Hotel Accounts Payable experience is preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.