Accounting Rec Pay Clerk2
- 1. Camozzi Pneumatics, Inc. Job Description Employee Name: Job Title : Accounts Receivable/Payable Clerk Department : Accounting Reports To : Cathy Muller FLSA Status : Exempt Approved By : C Muller Approved Date : 7/17/15 Summary: Compiles, codes, records, verifies, and maintains data for Accounts Payable & Accounts Receivable by performing the duties as outlined below. Must be detailed oriented & have excellent organizational & communication skills. Education and/or Experience: Associate's degree (A. A.) or equivalent from a two-year college or technical school; or at least 5 years related experience and/or training; or equivalent combination of education and experience. Computer Skills: To perform this job successfully, an individual should have knowledge of the following: SAP, Accounting software, MS Excel, MS Word, MS Outlook & proprietary banking software. Essential Duties and Responsibilities: include the following. Other duties may be assigned. Accounts Receivable Set up of new customers in SAP. Will receive a credit application for a new customer from the sales department. Must make sure that a signed W9 and a Sales Tax Resale Certificate are attached. Contact Dun & Bradstreet for a report. Contact the credit references that were provided on the credit report. Have supervisor in Accounting approve, before giving to Order Entry for set up. After everything has approval, add to SAP. Maintain spreadsheet/email folders for all customers with pertinent information regarding payment transactions. Receive and process daily automatic demand deposits (ADD). Receive and process daily lockboxes from bank. Record data in cash control spread sheet to monitor current account balance, aging report log to monitor past due invoices, and in SAP to maintain general ledger. Analyze aging report log to collect past due monies by emailing/faxing copies of aging and invoices to customers and making calls to customers to arrange for collection of overdue amounts. Review customers that are blocked for shipment by determining the cause and take appropriate steps to ensure a timely release by a thorough investigation. This should be done hourly, in order to release orders for shipment. Email monthly statements to customers. Research and solve problems received from customers in a timely manner. Be able to multitask at times & understand customers credit limits, high balances, etc. Answer phone calls from customers with questions on credit details or payment history. Sales Tax Resale Certificates Must maintain these documents in Sales Tax Resale Certificate Book and be entered into the Log to make sure that all customers have this document on file, before any orders are shipped. If the certificate is expiring or has expired, must contact the customer via email or phone to obtain updated copy. Accounts Payable Set up new vendors in SAP & maintain spreadsheet for all vendors with general ledger accounts and cost centers. Analyze vendor accounts and negotiate extended payment terms if needed. Research and solve problems received from vendors in a timely manner.
- 2. Receive and match ACH payments to invoice(s). Enter payment into SAP. Receive and process invoices from vendors. Review and match invoices with packing slips. Research any discrepancies. Make copies for appropriate departments and receive payment approval. Code the appropriate general ledger accounts and record in SAP to await payment. Reconcile the receipts from our sales associates to the credit card statement. Ensure everything is coded in SAP under the proper period. Receive inventory receipt documentation from warehouse. Process invoice in SAP to move from inventory receipts to accounts payable (must equal zero), if not must audit line-by-line. Write checks. Match invoices with check copies and original checks with remittance advices. Have appropriate finance manager or general manager sign. Mail checks in a timely manner. File check copies with appropriate backup, payment summary, and check register. Record data in cash control spread sheet to maintain account balance. Bank Accounts Online Banking Review and print operating account transactions daily. Transfer funds from one bank account to another. Wire transfer funds to vendors. General Banking Maintain spreadsheets for all four accounts to monitor current balances. Maintain Texas Sales/Use Tax spreadsheet used to file Quarterly Report. Review and print flex account transactions and enter on report. Make manual deposits as necessary. Reconcile bank accounts to cash control & SAP each month (4 accounts). General Duties Maintain petty cash fund. Maintain spreadsheets for advances to employees and collection of funds. Prepare, sort, copy, file, and mail appropriate correspondence and other requested items. Compute & maintain schedule for travel per diems for employees using current published per diem rate schedules. Assist with related special projects as required. Prepare analysis and summaries of accounts. Assist in monthly and annual closings. Maintain Accounts Payable Vendor list. Maintain contract, accounts payable, accounts receivable, and inventory receipts, etc files. Communicate with the sales team & manage cell phone data when they travel to another countries. 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. 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. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to talk or hear. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. 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 noise level in the work environment is usually distractive.