Accounts Payable Clerk Ii

Summary: Under limited supervision, responsible for all phases of ACCOUNTS PAYABLE processing, including vendor file maintenance, invoicing, payment requisition processing, check issuance and remittance and ACCOUNTS PAYABLE records management.

Primary Duties and Responsibilities:

• Compile, sort and batch invoices based on due dates to assure payment in a timely manner to avoid late charges and to maximize applicable time discounts.
• Review and cross-reference of invoices for accuracy and completeness, including verification that payment has not previously been made.
• Match PO/PO Receipt/ applicable packing lists to vendor invoices. Contact branch or Purchasing agent for any discrepancies in pricing quantities, or units of measure. Accurately enter information into accounting system after verification.
• Vendor Setup-obtain W-9 Form and vendor contact information from person requesting new vendor. Accurately set up new vendor card in accounting system, making sure to code 1099 information according to completed W-9.
• Match printed checks to invoices paid. Detach check stub and file with invoices paid and scan voucher to P:drive. Make sure checks over $10,000 have a second signature.
• Prepare Pre-check run report according to accounting system instructions and submit to CEO or CFO. Prior to printing checks, make changes in due dates as directed by CEO/CFO. Print checks through due date requested by CEO/CFO as per accounting system work instructions.
• Accurately enter credit card charges into accounting system according to GL code and branch code as designated by credit card statement reviews.
• Match credit card receipts submitted by credit card user to credit card statements. Accurately determine relevant GL or Fixed Asset and Branch codes to be charged as appropriate.
• Statements-Match invoices per vendor statements to invoices entered in accounting system. Contact vendor for missing invoices and research cause of omission.
• Respond to internal and external customers with a sense of urgency to answer questions and resolve problems on a timely basis.
• Operate computers programmed with accounting software to record, store, and analyze information.
• Comply with federal, state, and company policies, procedures, and regulations.
• Reconcile or note and report discrepancies found in records.
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence and going to the bank or post office as needed.
• Monitor status of loans and accounts to ensure that payments are up to date.
• Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organizing, Planning, and Prioritizing Work-Developing specific goals and plans to prioritize, organize, and accomplish your work.

Qualifications:

• High School Diploma or GED equivalent
• Associate Degree or some college preferred
• Minimum two years’ experience in ACCOUNTS PAYABLE, accounting or related field.
• Required to read and interpret documents such as safety rules, order forms, packing slips, and other material as needed for the performance of their duties.
• Required to write clearly and generate routine reports and correspondence. Must be able to type 60 WPM with three or less mistakes.
• Must be computer literate and proficient in Microsoft Office.
• Must be able to understand verbal instructions.
• Correspondence includes both written and verbal.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals, margins of profit, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Requires the ability to effectively work within a team environment and resolve all daily issues associated with the Production Department.
• Must be able to read and understand the Thompson Pump & Manufacturing Co., Inc. Employee Handbook, safety plans/programs, safety training materials and SDS sheets.

• Compile, sort and batch invoices based on due dates to assure payment in a timely manner to avoid late charges and to maximize applicable time discounts.
• Review and cross-reference of invoices for accuracy and completeness, including verification that payment has not previously been made.
• Match PO/PO Receipt/ applicable packing lists to vendor invoices. Contact branch or Purchasing agent for any discrepancies in pricing quantities, or units of measure. Accurately enter information into accounting system after verification.
• Vendor Setup-obtain W-9 Form and vendor contact information from person requesting new vendor. Accurately set up new vendor card in accounting system, making sure to code 1099 information according to completed W-9.
• Match printed checks to invoices paid. Detach check stub and file with invoices paid and scan voucher to P:drive. Make sure checks over $10,000 have a second signature.
• Prepare Pre-check run report according to accounting system instructions and submit to CEO or CFO. Prior to printing checks, make changes in due dates as directed by CEO/CFO. Print checks through due date requested by CEO/CFO as per accounting system work instructions.
• Accurately enter credit card charges into accounting system according to GL code and branch code as designated by credit card statement reviews.
• Match credit card receipts submitted by credit card user to credit card statements. Accurately determine relevant GL or Fixed Asset and Branch codes to be charged as appropriate.
• Statements-Match invoices per vendor statements to invoices entered in accounting system. Contact vendor for missing invoices and research cause of omission.
• Respond to internal and external customers with a sense of urgency to answer questions and resolve problems on a timely basis.
• Operate computers programmed with accounting software to record, store, and analyze information.
• Comply with federal, state, and company policies, procedures, and regulations.
• Reconcile or note and report discrepancies found in records.
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence and going to the bank or post office as needed.
• Monitor status of loans and accounts to ensure that payments are up to date.
• Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organizing, Planning, and Prioritizing Work-Developing specific goals and plans to prioritize, organize, and accomplish your work