Accounts Payable Clerk (FT)

Position Summary: Provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled. Receives, processes, verifies, and reconciles invoices; processes payments; addresses vendor inquiries; maintains records according to established policies and procedures.

Duties & Responsibilities

Primary Responsibilities/Essential Functions:

• Analyzes and maintains all vendor communication and correspondence including, reviewing and processing invoices and disbursements, preparing various reports, monitoring critical payment lists, verifying vendor statements, etc. Matches purchase orders to invoices and enter invoices into the computer. Resolves any purchase order, contract, invoice, or payment discrepancies by researching documentation, issuing stop payments, adjustments, and/or interfacing with vendors and appropriate internal/external staff. Monitor discount opportunities and verify federal identification numbers. Ensures appropriate credit is received for outstanding memos; issues purchase order amendments.
• Pays invoices by verifying transaction information, scheduling and preparing disbursements, and obtaining proper authorization of payment. Reconciles processed work by verifying entries and comparing system reports to balances.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries. Verifies and prepares checks for mailing.
• Process payments to employees by receiving and verifying expense reports, incentive payments, and other approved reimbursements or payments.
• Maintains accounting records and ledgers by verifying and posting account transactions into the computer systems. Maintains accounting department files and records. Assists with month-end and year-end closing, financial statement preparation, and runs monthly, yearly, or ad hoc reports as required. Prepares spreadsheets for revenue audits or special reports.
• Logs, posts, and balances petty cash.
• Performs general clerical duties including but limited to filing, photocopying, faxing, typing, and data entry. Sorts and distributes internal and external mail. Answers, screens and directs incoming calls and emails.
• Follows all safety policies and procedures. Reports potential safety issues to the manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety. Team members will be trained in the proper use and care of assigned PPE if applicable. The hotel provides the required PPE. The team member has a responsibility to report defective, damaged, or lost PPE or equipment that does not fit properly to their Manager. Maintains strict compliance with the hotel's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS.
• Reporting to work as scheduled (on time and on a regular basis) is an essential function of the job.
  
  

Other Responsibilities/Supportive Functions

• Prepares or assists with the preparation of 1099’s as needed. Reconciles contract labor invoices to General Ledger. Maintains and processes all W-9’s / 1099’s.
• Resolves guest complaints within scope of authority otherwise refer the matter to management. Notifies supervisor and/or Security of all unusual events, circumstances, missing items, or alleged theft.
• Notifies management of unsafe conditions, needed maintenance of any equipment, and any accidents.
  
  

Note: This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change, or rescind work assignments and to make reasonable accommodations as needed.

• High school diploma or general education degree (GED); or equivalent combination of education and experience.
• Normally requires one to two years of related accounting experience.
• Requires general knowledge of accounting and bookkeeping transactions commonly used at comparable hotels or resorts.
• Must have excellent customer service/communication skills to work with vendors and internal/external customers.
• Able to use mathematics to solve problems.
• Requires the ability to use computers programmed with accounting software to record, store, and analyze information. Proficiency in MS Office, including the ability to set up and use spreadsheet programs designed in Excel.
• Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Requires attention to detail. Must be able to solve problems and remain calm and alert during busy activity periods or in an emergency situation.
• Must be able to speak, read, write, and understand English to understand instructions, safety rules, and communicate with guests and vendors.
• Able to work independently with minimal guidance and as part of a team.
• Completes all required training as scheduled.
• Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel. Work schedules will include working on holidays, weekends, and alternate shifts.
• Must maintain a clean appearance and professional demeanor.
  
  

Special Skills & Abilities/Mental And Physical Demands

While performing the duties of the job the team member frequently sits for sustained periods of time or walks from one work area to another. While performing the duties of the job the team member frequently uses fingers to enter data into the computer or operate telephone/office equipment. The team member occasionally grasps objects. The team member frequently reaches by extending hand(s) and arm(s) in any direction. Repetitive motions are made while entering data into computers. The team member occasionally stoops, kneels, and crouches. The team member regularly talks and hears to answer phones and communicate with vendors, guests, or staff. Exerts up to 10 pounds of force frequently, and/or up-to 25 pounds of force occasionally to move objects. The team member is required to have close visual acuity to view telephone console, computer terminal, and documents. The team member is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned. The team member is subject to inside environmental conditions. The noise level is usually quiet. The team member is subject to hazards that include proximity to electrical current found in office related equipment. The team member is occasionally subject to atmospheric conditions such as perfumes, odors, or dust.

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Balboa Bay Resort and Balboa Bay Club is an Equal Opportunity Employer.