GENERAL PURPOSE

Verify, obtain approvals and pay all invoices from vendors and associates in a timely, accurate manner in accordance with accounting policies and procedures. Bill and collect all revenue owed to the hotel in an accurate, timely manner in accordance with accounting policies and procedures.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Verify that purchasing procedures are followed; i.e., purchase order price compared to invoice price, purchase order quantity compared to invoice quantity, ensure that the purchase order number is valid. Maintain an accurate, up-to-date Purchase Order Log.
• Route invoices with Purchase Order attached to Department Heads and Executive Committee members for approval. Ensure account coding is accurate and all invoices are being returned on a timely basis.
• Process all approved invoices for payment -- ensure all appropriate signatures and back-up attached.
• Pay all hotel invoices in a timely manner - ensuring accuracy of amount paid, account coding, invoice extension and that all discounts are taken.
• Handle all vendor inquiries and reconcile vendor statements.
• Maintain open invoices file, paid invoices file and voided check file in an organized and up-to-date manner.
• Interface checks and submit a log of all manual checks to the Hotel Manager.
• Sort and verify accuracy of Night Audit work (primarily receivables aspect), including reconciliation of banquet check extensions, coding of banquets at cost, review and route sales and promotion checks with back-up. Record department administration phone calls and inform Hotel Manager of any potential concern.
• Reconcile and bill all city ledger accounts. Perform follow-up billing and credit collection documentation and inform Director of Finance of any potential non-collectable accounts.
• Reconcile credit card back-up to General Cashier Summary and inform Director of Finance of any discrepancies. Bill out credit cards (AMEX, DINERS, etc.). Maintain accurate and legible logs for all credit cards.
• Set up new accounts in accordance with established credit policy.
• Assist in reconciling open account status items.
• Input General Cashier Summary and maintain binder.
• File and distribute credit card cancellations, bulletins and credit warnings. Process and follow-up on all returned checks accepted as cash payment. Record General Ledger and City Ledger reconciliations.
• Work with Sales department to create group invoices and confirm accuracy of charges.
• Participate in the Hotel Manager on Duty Program.

Perform other duties as assigned by regional support and GM.

OTHER DUTIES/RESPONSIBILITIES

• Run hotel through mailing machine and log postage department.
• Run trials by departments. Distribute to managers and ensure all interfacing is completed.
• Cost and input banquet beverage consumption sheets.
• Maintain banquet tax exempt log.
• Update pricing of beverage inventory on P.C.
• Reconcile city ledger and credit card and related accounts to General Ledger.
• Check phone call list for fraudulent use.
• Pay credit card commissions.
• Copy and file various reports and records.
• No travel required.
• Hours: Typically Monday - Friday: 8:00 a.m. - 5:00 p.m.; scheduled times and days may vary based on need. Participate in the Weekend Manager on Duty Program.

SUPERVISORY DUTIES - None

Job Qualifications

Knowledge

Strong organizational skills with attention to detail. Ability to compile facts and figures. Ability to operate personal computer and calculator. Telephone etiquette skills needed.

Skills

• Excellent hearing required as outside vendors call in to Accounts Payable Clerk.
• Excellent vision required for viewing of CRT screen.
• Excellent speech communication skills required to communicate with vendors calling in on phone.
• Excellent comprehension and literacy required to read bills, accounts, etc.

Abilities

• Lifting/carrying files and papers up to 15 lbs.
• No bending/kneeling required.
• Stationary position.
• No continuous standing, climbing or driving required.

Education/Formal Training

High school education or equivalent experience.

Experience

Accounting background preferred, but not required.

Material/Equipment Used

Personal computer, calculator and telephone (80-90% of time).

Environment

Work inside 100% of 8 hours.

Job Type: Full-time

Pay: From $48,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Work Location: In person

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