Accounts Payable Clerk

Position Summary This position is responsible for the administration of the accounts payable function to meet facility needs, as well as the management and maintenance of the accounts payable subledger within the finance department financial reporting system.
The Accounts Payable Coordinator also acts as a liaison with facility vendors, maintains vendor records, and is responsible for vendor tax reporting compliance.
Essential Duties & Responsibilities Review and verify invoices and accompanying purchase requests in compliance with company policies for proper authorization and matching of applicable purchase orders or service contracts.
Check accuracy and reasonableness of the accounting coding & recording month and identify applicable SMG/ASM tax reporting requirements.
Obtain and forward required vendor tax reporting forms to purchasing manager for vendor account creation and maintain accounting system A/P sub-ledger vendor records.
Prepare and input invoice batches into accounts payable module of Financial Reporting System and ensure payments are processed in a timely manner to meet deadlines and due dates.
Respond to inquiries from suppliers and clients regarding payment status and provide information regarding company policies and procedures relating to accounts payable.
Seek clarification from payment processing submitters when warranted.
Maintain purchase requisitions log that come through the Finance department.
Maintain accounts payable files and coordinate audit inquiries for accounts payable related functions.
Prepare vendor and subcontractor year-end 1099 reporting.
Obtain vendor credit memo where required, reconcile vendor monthly statements and resolve account balance differences.
Review and process employee expense reimbursements ensuring invoices and accompanying payment requests are complete.
Prepare weekly check runs; print and obtain Director of Finance approval for disbursement batch runs; obtain authorized check signer signatures; distribute and mail processed payments.
Resolve A/P sub-ledger and check processing issues with financial reporting software contract support.
Implement new accounts payable financial reporting system processes as applicable.
Make necessary corrections to payables and input necessary A/P and disbursement adjustments into the Accounts Payable sub-ledger.
Complete assigned A/P related projects and provide summary reports and recommendations.
Ensure purchasing and receiving documents are properly completed and terms and conditions of purchases are appropriate.
Daily cash updates on cashflow.
Update cashflow as checks and ACH batches are processed.
Maintain ACH files and processes.
Maintain yearly vendor files for the Finance department.
Ensure accounts payable and disbursement records are maintained, and distributions of disbursements are followed-up on or expedited when required.
Responsible for the maintenance and operation of automated A/P batch import purchasing function of the Food and Beverage Inventory Management System.
Responsible for reporting the Positive Pay File to the banking system daily.
Supervisory Responsibilities This position has no supervisory responsibilities.
Carries out any temporarily assigned supervisory responsibilities in accordance with ASM Global’s policies and applicable laws.
This would include training for a new hire in Finance as an example.
Qualifications & Skills To perform this job successfully, an individual must be able to perform essential duties satisfactorily.
The requirements listed below are representative of the knowledge, skills and/or abilities required.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.
Highly motivated, self-directed, personable, positive and hard working.
Strong communicator: ability to communicate effectively both verbally and in written format with management and staff, as well as vendors and other clientele.
Excellent organizational skills.
Attention to detail and ability to prioritize.
Possess strong time management skills.
Computer Skills Ability to operate standard office equipment including a computer and a copier/scanner.
Experience with Windows and Microsoft Office Suite.
Some experience with accounting software.
Must have strong Excel experience.
Education & Experience High School Diploma or equivalent required.
Bachelor's degree in a business related field preferred.
Two (2) to three (3) years of accounts payable experience required.
Experience in a public assembly facility preferred.
An equivalent combination of education and experience will be considered.
Certificates, Licenses & Registration Notary public.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.
Manual dexterity - Regularly required to use hands and fingers.
Visual acuity to operate a computer to review and process detailed accounting data.
Reach with hands and arms.
Climb or balance and stoop, kneel, crouch and crawl to access inventory.
May spend long hours sitting.
May need to lift up to 30 lbs.
Hours of Work and Travel Requirements 40 hours per week or more depending on workload.
Travel negligible.
*During year-end, 1099 and audit seasons, overtime may be required.
NOTE: The essential responsibilities of this position are described under the headings above.
They may be subject to change at any time due to reasonable accommodation or other reasons.
Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.
ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply for our positions.
ASM Global is a VEVRAA Federal Contractor.