Receiving Clerk / Accounts Payable and Accounts Receivable Clerk

Job Description

Job Description

POSITION TITLE: Receiving Clerk will also cross train as Accounts Payable and Receivables 

POSITION SUMMARY:

Assists in all functions of the accounting department related to purchasing, receiving, inventory, accounts payable, accounts receivable, daily cash management, and general ledger using various office equipment and software common to an accounting environment. This includes at a minimum a basic working knowledge of Microsoft Office Suite. 

KEY FUNCTIONS  (cross-trained and shared with others):         

1. Enters sales orders and purchase orders into computer based on orders submitted by sales personnel and buyers, including proper descriptions, quantities, pricing, disposition upon receipt and setup of special-order inventory SKUs as required.

1. Receives merchandise into the computer based on receiving documents obtained from warehouse and unloading personnel. Tracks discrepancies by comparison to purchase order data and notifies sales personnel and/or buyer. Adjusts sales orders as needed and notifies sales personnel of merchandise arrival.

1. Matches purchase orders and vendor invoices against receipts, approves, and enters them into the system.

1. Performs daily cash drawer’s openings and/or closings, making daily bank deposits on alternating basis with other accounting personnel. May perform routine daily journal balancing and reports.

1. Tracks damaged and returned products using various source documents provided by warehousemen and sales personnel for identification of distressed or damaged goods to assure accuracy of inventory and vendor invoicing.

1. Assists customers regarding account balances and application of payments both in person and by mail, using available source documents. Assists in preparing, processing, and mailing monthly statements for accounts receivable accounts in a timely and accurate manner as well as providing this information on demand as requested by customers.  Assist with collection efforts including reminders and phone calls as needed.
2. Enters trade and non-trade invoices not processed by others.  Pays all invoices in Accounts Payable (A/P) system.

1. Processes credit memorandums for returned merchandise after reviewing original purchase invoices to achieve accuracy of information.   Notify purchaser to coordinate return of merchandise when applicable.

1. Assists in preparing and reviewing various daily and monthly balancing spreadsheets and reports.  

1. Cross-trains with other Accounting Clerks to assure backup of responsibilities.

1. Assists with general office duties including answering incoming telephone calls, greeting/assisting customers and visitors in a professional manner, records management utilizing both paper filing and electronic document scanning, and performing clerical duties as required. Requires a working knowledge of Microsoft Office Suite.

**   Duties and responsibilities may be added, deleted, or changed at any time at    

the discretion of management, formally or informally, either verbally or in    

writing.

EDUCATION, EXPERIENCE, AND ABILITIES

High school diploma, its equivalent. Prefer successful completion of basic education requirements, to include at least an introductory course in accounting, with 1-3 years job-related experience.

Proficient with computers and working knowledge of Microsoft Office Suite.

Ability to visually interpret displayed or printed data; perform manual entry or inquiry through a computer keyboard; utilize an electronic calculator; and verbally communicate with customers, employees, vendors, and others—often all the above in rapid sequence, or some parts simultaneously.

Ability to create legible and accurate, electronic and paper written communications, to employees, customers, vendors and others is required.

Ability to understand and follow written or verbal instructions from supervisory personnel.

PHYSICAL DEMANDS:          

Ability to sit for long periods of time (up to 8 hours), walk and stand (up to 4 hours) daily.

Repetitive use of wrist, hands, and fingers. Eye and hand coordination requiring close attention to detail.

Ability to carry, push, pull, lift, and hold items from 10-30 pounds regularly.

POSITION EVALUATION FACTORS:

Responsibility—Significant impact on sales, costs or assets. Work is done under general supervision in accordance with general procedures or policies, but with latitude for the exercise of independent judgment.   Decisions and actions are subject to prior approval in unusual cases.

Builds high-trust relationships with fellow employees, customers and vendors by being:

1. Accountable,
2. Supportive and a
3. Clear and timely communicator.

Skills—Knowledge of standardized but moderately complex procedures and operations, requiring training and experience.  Skill to apply procedures or operate varied equipment for purposes of performing standard operations.

Physical/Mental Exertion—Work requires regular physical and mental effort.   Conditions sometimes induce fatigue.   Attention to detail is required.

Environmental Exposure—Good working conditions. Light exposure to dust and dirt found in typical office conditions and cash handling.