Accounts Payable Coordinator

Summary:

Responsible for the accurate and timely processing of all invoices and payments of related transactions.

Essential Duties and Responsibilities include the following;

- Reviews invoices for proper authorization, General Ledger (G/L) coding and vendor number and ensures that all invoices are coded properly.

- Enters all invoices into the Accounts Payable system to ensure the vendors are paid on a timely basis with the appropriate discount taken.

- Prepares checks and distributes and mails them in a timely manner.

- Maintains check log to account for voided checks, manual checks and weekly computer check run.

- Sets-up vendors for ACH payments. Prepares and prints reports for 1099 misc. and 1099 B.

- Maintains all Accounts Payable files including invoices to be paid, paid invoices, W-9s for 1099 purposes, Certificates of Insurance and computer generated reports.

- Answers phone inquiries from vendors regarding our account and assists Club personnel with processing the invoices for their departments.

- Prepares letters regarding credit balances on vendors account to recover all outstanding credits.

- Performs Accounts Payable month end closing to generate reports to complete financial statements.

- Communicates with members, co-workers, management and the general public in a courteous and professional manner.

- Conforms with and abides by all regulations, policies, work procedures and instructions.

- Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.

- Performs other duties as assigned by the CFO.

Knowledge, Skills and Abilities:

- Requires knowledge of office procedures.

- Must be detail oriented and well organized.

- Ability to analyze data and prepare reports.

- Must be trustworthy and possess strong integrity.

- Ability to verbally communicate well in English and in writing.

- Ability to understand and carry out verbal and written instructions in English.

- Ability to interact professionally and maintain effective working relationships with superiors, co-workers and members.

- Must be able to multi-task and work in a fast paced environment.

Supervisory Responsibilities:

This job does not have supervisory responsibilities.

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.

Education and/or Experience:

Associates degree (A. A.) or equivalent from a two-year college and a minimum of four years related experience; or equivalent combination of education and experience.

Language Skills:

Ability to communicate well in English. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have intermediate knowledge of Word Processing software; Spreadsheet software; Accounts Payable software and Internet software.

Certificates, Licenses, Registrations:

No requirements.

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.

The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and color vision. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; stoop and talk or hear. The employee is frequently required to stand and walk.

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 moderate.