File Clerk

2 weeks ago

San Antonio, United States BD Holt Company Full time
Job DescriptionJob Description

Job Summary: The File Clerk is responsible for uploading invoices and data into SharePoint. This position organizes, stores, and retrieves paper and electronic documents by gathering documentation from internal departments. Additionally, the File Clerk will perform a variety of administrative tasks and staff support duties.

What can HOLT offer you?

  • A competitive salary, commensurate with your experience and competencies.
  • A comprehensive and robust benefits program that includes complete health care, 401(k) matching & Profit-Sharing plan (ROTH and traditional), paid holidays, and a front-loaded PTO program.
  • A Tuition Reimbursement program to support the pursuit of accredited college courses.
  • An employee development program with professional development staff that allows you to grow your skills and build your competencies to prepare you for future opportunities at HOLT.

Qualifications and Requirements:

  • High school diploma or equivalent required.
  • General accounting, clerical, and administrative knowledge required.
  • One year of job-related experience is required; three years or more is preferred.
  • ERP (Enterprise Resource Planning) system Sage business system experience preferred.
  • Adherence to Generally Accepted Accounting Principles (GAAP) in decision-making and problem-solving.
  • Proficient with computer programs and systems utilized by the company (DBS, Cat Systems, Excel, Microsoft Outlook, Documentum, Box, Monday Boards, SharePoint, etc.)
  • Excel skills necessary for the preparation of sales commissions and review of suspense accounts.
  • Ability to work with sales reps/managers on invoicing/commission differences.
  • Strong research, problem-solving, and investigation skills.
  • Interpersonal communication skills including both written and oral.
  • Organizational, planning, multi-tasking, and time management skills.
  • Ability to work independently and within a team in a deadline-oriented, high-volume environment with emphasis on accuracy, thoroughness, and timeliness.

Essential Functions:

  • Performs a full range of administrative support duties to ensure effective office and accounting process delivery.
  • Loads invoices and distributes customer invoices, maintaining billing files and sales tax corrections as needed.
  • Acts as liaison with internal departments and customers as needed and answers/resolves internal and external customer issues.
  • Works with collections team to update customers and ensure collections within an established timeline.
  • Processes and obtains manager approval on accounts receivable invoices, if applicable and assist with questions regarding accounts receivable customers.
  • Maintains appropriate internal controls regarding documentation on the financial closure and records of financial documents with appropriate supporting materials and updates records as necessary.
  • Ensures that files are up-to-date, accurate, and readily available throughout invoice lifecycle.
  • Adheres to all deadlines and reporting requirements as set by management and/or rules and regulations.
  • Assists with filing documents, memorandums, and other related communication as necessary and ensures all billing deadlines are met.
  • Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
  • Works safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
  • Performs other duties assigned.

Travel:

  • Travel may be required.

Disclaimer:Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

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