Accounting Clerk

JOB SUMMARY

Process payments of hotel bills after verifying that all documents are accurate as to items, price, extensions and proper receiving and approval by the department head. Balance daily settlement, reviewing all direct bill information, answering phones and handling guest problems, and timely invoicing of all direct bill accounts.

ESSENTIAL JOB FUNCTIONS 

 This description is a summary of primary responsibilities and qualifications.  The job description is not intended to include all duties or qualifications that may be required now or in the future.  The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

• Match receiving records, purchase orders, requisitions, and invoices for proper encoding and approvals.  Verify invoices versus purchase order/requisition for purchase as to items, specs, quantity and receipt.
• Post the processed invoices to the computer in a timely manner to ensure that any penalty/late charges are avoided.
• Balance accounts monthly, process check runs and type rush checks. 
• Run monthly reports and set up late bills.  Review all accounts to ensure that they are current.  
• Research duplicate invoices or copies before processing payments.  Ensure that all invoices are attached to the check before sending them for signature.
• Ensure all service agreements are current and adhered to as far as charges and coverage.
• Compile Federal ID and Social Security Numbers for all vendors for year-end processing of 1099's.
• Adheres to all Company policies and procedures.
• Follows safety and security procedures and rules.
• Knows department fire prevention and emergency procedures.
• Utilizes protective equipment.
• Reports unsafe conditions to supervisor.
• Reports accidents, injuries, near-misses, property damage or loss to supervisor.
• Provides for a safe work environment by following all safety and security procedures and rules.
• All team members must maintain a neat, clean and well groomed appearance. (Specific standards outlined in team member handbook).
• Assists other Accounting Personnel when need.
  • Invoice all direct bill accounts.
  • Posts all miscellaneous payments
  • Reviews and completes all credit verifications for direct bill accounts.
  • Balance credit cards.
  • Maintains an organized and accurate direct billing file.
  • Handle customer inquiries regarding billing and completes all requests for receipt copies.
  • Research chargebacks, billing disputes, partial payments, etc.
  • Assist with phases of month end inventories.
  • Responsible for clerical functions related to the position.
  • Responsible for check control procedures and guest check audits.
  • Adheres to all Company policies and procedures.
  • Follows safety and security procedures and rules.
  • Knows department fire prevention and emergency procedures.
  • Utilizes protective equipment.
  • Reports unsafe conditions to supervisor.
  • Reports accidents, injuries, near-misses, property damage or loss to supervisor.
  • Provides for a safe work environment by following all safety and security procedures and rules.
  • All team members must maintain a neat, clean and well groomed appearance. (Specific standards outlined in team member handbook).
  • Assists other Accounting Personnel when need.
  • Perform any related duties as requested by supervisor/manager.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of accounting operations to include all aspects such as accounts receivable, general cashiering, etc.
• Basic mathematical skills and ability to operate a 10-key by touch.
• Ability to effectively deal with guest and employee concerns in a friendly and positive manner.  This involves listening to the nature of concern, demonstrating empathy with the customer and providing positive and proactive solutions.
• Ability to access and accurately input information using a moderately complex computer.
• Ability to read, write and speak English sufficient to understand and communicate with employees and guests.  Must have excellent telephone etiquette skills.
• At least 1 year of related accounting experience with hotel experience preferred.
• Knowledge of accounting operations to include all aspects such as accounts payable, general cashiering, etc.
• Basic mathematical skills and ability to operate a 10-key by touch.
• Ability to effectively deal with guest and employee concerns in a friendly and positive manner.  This involves listening to the nature of concern, demonstrating empathy with the customer and providing positive and proactive solutions.
• Ability to access and accurately input information using a moderately complex computer.
• Ability to read, write and speak English sufficient to understand and communicate with employees and guests.   Must have excellent telephone etiquette skills.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Considerable knowledge of Microsoft Windows, MS Word, and MS Excel.
• Ability to communicate effectively, both orally and in writing.   
• Ability to work independently and as part of a team.
• Ability to maintain moderately complex records and ensure their confidentiality.
• Ability to work under pressure and to meet deadlines.  

PHYSICAL DEMANDS

• Lifting up to 10 pounds maximum.
• 90% sitting and the rest walking
• Occasional twisting, bending, stooping, reaching, standing, walking, 
• Frequent talking, hearing, seeing and smiling.