Accounting Clerk

Job Description

Job Description

POSITION PURPOSE

The Accounting Clerk supports the Accounting Department for FarrWest Environmental Supply (FES) and FarrWest Specialty Vehicles (FSV) by managing day-to-day accounts payable, accounts receivable, and transactional data entry. This position maintains accurate and current vendor and customer records, supports timely transaction processing, and ensures financial documentation remains organized and audit ready. The role provides essential transactional support to help the Accounting Department operate efficiently and meet monthly reporting deadlines.

PRIMARY RESPONSIBILITIES:

Accounts Payable:

• Processes vendor invoices received to AP email, matching each to its purchase order and item receipt in QuickBooks before entry.
• Converts matched item receipts to bills and enters reference numbers, invoice dates, and dollar amounts accurately.
• Verifies receipt status in QuickBooks before releasing a bill for payment.
• Prepares the weekly check run and processes approved vendor payments on schedule.
• Reconciles vendor statements monthly and flags discrepancies to the Accounting Manager.
• Maintains vendor files, including current W-9s and contact information.
• Responds to routine vendor payment inquiries by phone or email.
• Tracks open vendor payment requests through to payment.

Accounts Receivable:

• Processes and posts customer invoices on the same business day for both FES and FSV.
• Accurately applies customer payments, credits, and adjustments to the appropriate open invoices.
• Monitors open invoice aging and conduct consistent regular collection efforts on past due A/R.
• Responds to routine customer billing inquiries by phone or email.
• Supports month-end AR cutoff by the last business day of the month.

Data Entry & Inventory Support:

• Records inventory cycle count results in QuickBooks accurately and timely.
• Enters and updates item setups, assemblies, and bills of materials as directed.

General Accounting Support:

• Files and organizes AP and AR documentation.
• Assists with the weekly Open Sales Order and Open Purchase Order report data pulls.
• Provides general administrative support to the Accounting department, including filing, scanning, and mail handling.
• Serves as backup to the receptionist, greeting customers and answering incoming phone calls when the receptionist is unavailable.
• Assists the Accounting Manager with special projects and other accounting-related duties as assigned.

WHAT SUCCESS LOOKS LIKE IN THIS ROLE:

• No AP invoice backlog: invoices are matched and entered within 2 business days of receipt.
• Vendor statements reconcile cleanly each month, with discrepancies flagged and resolved before they reach the Accounting Manager.
• Customer invoices and payments are entered on the same day, with no stale unapplied payments at month end.
• Maintains a high level of accuracy and completeness in transaction entry, minimizing corrections and supervisory review.
• Month-end AP and AR cutoff deadlines are consistently met with all required transactions entered and supporting documentation completed.
• Routine transactional responsibilities are handled independently, allowing the Accounting Manager to focus on review, reporting, analysis, and higher-level accounting functions.
• Vendor and customer inquiries are handled promptly and professionally, with escalations going to the right person.
• Maintains highly proactive collection results with no more than 1% of A/R balances over 60 days.
• Highly reliable on-time arrival and low absenteeism.
• Willingness to take on new tasks or projects and help various departments and teams throughout the company as an accounting department resource.
• Being a leader with company-wide celebrations and culture events having a high impact on employee morale.

QUALIFICATIONS:

• Prior experience in accounts payable, accounts receivable, or general bookkeeping required.
• Comfortable with high-volume, detail-heavy data entry.
• QuickBooks experience preferred; QuickBooks Desktop Enterprise a plus.
• Working proficiency in Excel.
• Strong attention to detail and accuracy under deadline pressure.
• Clear, professional written and verbal communication with vendors and customers.
• Trustworthy with confidential financial information.
• High school diploma required; Associate degree or accounting coursework a plus.
• Ability to prioritize multiple tasks and meet recurring daily, weekly, and month-end deadlines.
• Strong organizational and follow-through skills.
• Ability to work independently while recognizing when an issue should be escalated to the Accounting Manager.
• Highly professional demeanor with Customers and Vendors and a very collaborative team-oriented mindset with Co-workers and Management.