Accounting Clerk

Accounting Clerk

The Accounting Clerk is responsible for the accurate and timely execution of invoice processing, vendor management and payment processing and reconciliation across multiple platforms. Operating within a high-volume shared services environment, supporting multiple subsidiaries. This role ensures compliance with payment terms, internal controls, and banking requirements. The Accounting Clerk plays a key role in validating banking details, maintaining positive pay and ACH files, and supporting the finance department in issue resolution and escalation management. This position requires strong financial systems knowledge, accuracy, a deep understanding of payment processes, and a commitment to service excellence and compliance.

Responsibilities:

Accounts Payable Invoice Processing

• Review and verify vendor invoices for accuracy, pricing, and terms.
• Match invoices to purchase orders, receiving documents, and department approvals; resolve three-way match exceptions before entry.
• Review invoices for proper coding and assign codes to the correct GL account, department, and entity (Sable / Offshore / Lirica).
• Route invoices for approval and post all invoices in a timely manner.
• Maintain current filing of all paid vendor invoices.

Accounts Payable Vendor Management

• Follow up on missing invoices, statements, and pricing discrepancies.
• Respond to vendor inquiries regarding payment status.
• Maintain all vendor master files in current status, including W-9s, certificates of insurance, and appropriate 1099 information.
• Route all new vendor setups and vendor banking-detail changes to the Accounting Manager and Director of Finance for written approval prior to entry.

Accounts Payable Payment Processing

• Produce weekly payment runs (checks, ACHs, and wires) with complete backup attached.
• Obtain required management approvals prior to release of any payment.
• Track payment deadlines, early-payment discount terms, and priority vendors.
• Prepare cash requirements as requested by management.

Accounts Payable Reconciliation

• Maintain current reconciliation of vendor statements to the accounts payable ledger.
• Investigate discrepancies on past due invoices and possible duplicate invoices.
• Investigate and resolve all outstanding credits.
• Review open AP aging and escalate balances aging past terms to the Accounting Manager.
• Assist in keeping the accounts payable subledger in balance to the general ledger.
• Prepare month-end payable accruals for review, including identification of goods received not invoiced.

General Cashier and Cash Control

• Count and reconcile daily cash drops from all outlets; verify cash envelopes against cashier reports.
• Prepare and record bank deposits for all operating accounts, ensuring timely and accurate deposit.
• Balance and issue petty cash funds and house banks; maintain due-backs and cashier accountability forms.
• Monitor and report on cashier over/short procedures and trends.
• Maintain cash handling logs and ensure compliance with property cash control procedures.
• Support month-end house bank and petty cash counts, performed jointly with or verified by the Accounting Manager.

Credit Card, Settlement, and Chargebacks

• Reconcile daily credit card batches between the PMS/POS systems and settlement reports; escalate variances same day.
• Verify settlements transmit correctly and follow up on pending or failed batches.
• Investigate and promptly respond to chargeback inquiries; maintain the chargeback log and supporting documentation.
• Assemble and submit rebuttal documentation within processor deadlines using guest folios, signed registration cards, authorization forms, POS receipts, and PMS transaction history.
• Coordinate with Front Office, Sales, and outlet management to obtain supporting documents.
• Track dispute trends and recurring operational causes; report significant chargebacks to the Accounting Manager.

Accounts Receivable and Guest Ledger

• Ensure the hotel's Guest, City, and Advance Deposit ledgers are in balance with the general ledger daily.
• Code and post payments for guests and groups to the correct accounts.
• Assist with city ledger and direct-bill invoicing.
• Maintain reporting on accounts receivable and support collection follow-up on overdue corporate and group accounts.
• Work with Sales to answer client questions regarding the billing process and payment arrangements.
• Research discrepancies in billing and payment.
• Respond to credit inquiries for references.

Daily Records and Reporting Support

• Maintain the filing system for daily information, including credit cards, restaurant charges, and outlet documentation.
• Input and reconcile daily tip reporting.
• Cross-train in and assist with cash and income audit duties as needed to maintain departmental coverage.

Month-End and Audit Support

• Ensure all invoices for the period are entered prior to the accounts payable cutoff.
• Prepare assigned supporting schedules and reconciliations for the Accounting Manager.
• File accounts payable, cashier, and deposit documentation systematically and maintain audit-ready records.
• Provide backup documentation for internal, brand, ownership, and external audit requests.

Service and Professional Standards

• Provide exceptional service to guests and fellow team members by promptly researching, tracking, and resolving accounting issues in a friendly manner.
• Uphold the highest standards of professionalism, hospitality, and guest service at all times.
• Resolve guest requests and complaints in cooperation with the appropriate departments.
• Maintain confidentiality of all financial, guest, and employee information.
• Possess knowledge of, and use, emergency procedures.
• Maintain cleanliness and organization of work area.

Other Duties

• Perform special projects and other responsibilities as assigned.
• Perform other duties as requested by management.

Core Competencies

• Execution & Accuracy: Ensures precision in payment execution, data validation, and documentation
• Problem Solving: Identifies issues quickly and works cross-functionally to resolve them
• Process Orientation: Follows payment protocols and actively identifies opportunities to streamline workflows
• Stakeholder Support: Provides timely and clear communication to brand teams, vendors, and processing partners
• Risk & Compliance Awareness: Applies internal controls and maintains compliance with banking regulations and company policies

Skills

• Strong attention to detail and time management skills in a high-volume environment
• Proficiency in banking platforms, ERP systems, and Excel
• Familiarity with positive pay, ACH formats, and bank file transmission standards
• Ability to work independently while coordinating with multiple teams
• Excellent communication and problem-solving skills

Qualifications

• 35 years of experience in accounts payable, with a strong focus on payment operations
• Experience with multi-entity processing, shared services environments, or complex payment systems preferred
• Working knowledge of banking platforms, payment file formats, and internal control principles