Accounts Payable Clerk

POSITION DESCRIPTION

Position Overview:

Compiles and maintains verified accounts payable records. Reconciles statements and issues payment to vendors.

KEY RESPONSIBILITIES

1. Checking Vouchers and Payment Approval:
   • Verifying all vouchers and obtaining proper payment approvals.
2. Preparing Accounts Payable Checks:
   • Creating checks for accounts payable transactions.
3. Posting Open Items in Accounts Payable:
   • Recording all open items in the accounts payable system on a daily basis.
4. Maintaining Accounts Payable Files:
   • Printing accounts payable reports and organizing and managing related files.
5. Reconciling Statements and Ledger:
   • Ensuring consistency between statements and ledger entries and resolving any discrepancies.
6. Reconciling Cash Schedule:
   • Verifying and reconciling the cash schedule.
7. Maintaining Petty Cash System:
   • Overseeing and managing the petty cash system.
8. Communicating Cash Requirements:
   • Notifying the office manager about cash requirements for payable dates.
9. Auditing Freight Bills:
   • Checking and auditing freight bills against freight inquiries.
10. Analyzing Vendor Accounts:
    • Reviewing and analyzing vendor accounts.
11. Providing Information to Title Clerk:
    • Supplying the title clerk with information on all purchased vehicles for title lists.
12. Handling Vendor Inquiries:
    • Responding to inquiries from vendors.
13. Reconciling Bank Balances:
    • Verifying and reconciling bank balances on a daily basis.
14. Posting Flat Rate Flag Sheets:
    • Recording flat rate flag sheets on a weekly basis.
15. Assisting in Monthly Closings:
    • Providing support in the monthly closing process.
16. Preparing Analysis of Accounts:
    • Compiling and preparing analyses of various accounts, as needed.
17. Assisting with Accounts Receivable and Special Projects:
    • Providing assistance with accounts receivable tasks and contributing to special projects when required.
18. Maintaining Professional Appearance and Neat Work Area:
    • Ensuring a professional appearance and keeping the work area tidy.

These duties are categorized into essential and marginal, with the possibility of additional responsibilities as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associates degree with concentration in accounting business preferred, or equivalent combination of education and experience
• Must possess strong administrative background
• Must have strong editing and proofreading abilities
• Microsoft office knowledge and ability to create and edit documents
• Ability to prioritize work with minimum supervision
• Excellent interpersonal, office management and communications skills
• Self-starter with excellent communication, interpersonal and customer service skills
• General understanding of accounting practices and principles.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Key physical demands include sitting for extended periods while working on a computer, using a keyboard, and performing tasks related to accounts payable, such as checking vouchers, preparing checks, and maintaining files. Additionally, some clerical duties, such as typing memos and correspondence, may require repetitive hand and arm movements. Overall, the position typically does not involve strenuous physical activity, and the emphasis is on administrative and organizational tasks.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The open office setting suggests a collaborative atmosphere where employees can easily communicate and share information. As part of the dealership’s administrative team, the accounts payable clerk may be surrounded by colleagues working on various tasks related to finance, customer service, and other administrative functions.

The dealership environment can be busy, especially during peak business hours, with frequent interactions between different departments. Given the nature of the automotive industry, there might be occasional periods of increased activity, such as end-of-month closings or during special promotions.

The overall ambiance is likely to be customer-focused, emphasizing efficiency and teamwork to support the dealership’s operations.