Accounting Clerk - 460

I. Position Function SUMMARY Under direct supervisor, the Accounting Clerk performs a variety of bookkeeping and accounting tasks to compute, classify, record, and verify numerical data to maintain accurate financial records and assist with accounts receivables and payables. Maintains specific receivable and payable ledgers and files as needed, and researches and reconciles records pertaining to areas of assignment. Ii. Essential Functions, Duties, And Responsibilities The following statements are essential functions of this position and not intended to be all-inclusive; rather, they are intended to describe the general nature and level of work to be performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of the incumbent, and an employee may be directed to perform other reasonably related job duties and responsibilities. NAPI reserves the right to revise or change the job duties and responsibilities as the need arises, based on business need, and this position description may be updated accordingly. This position description does not constitute a written or implied contract of employment. Accounting Duties & Responsibilities See DEPARTMENT JOB ASSIGNMENTS beginning on page 2. Other Works collaboratively, cooperatively, and in coordination with fellow team members and with others in the organization, treats them with respect, courtesy and consideration, and shows understanding and the appropriate support of other team members to help get the job done. Provides information, guidance and resources to diverse groups of customers, clients and others outside of the organization; treats them in a friendly manner with professionalism, helpfulness, respect, courtesy and consideration at all times regardless of circumstances. Maintains regular, dependable attendance and punctuality, and physical presence at the assigned worksite; must interact directly with people or objects at the worksite on a regular basis. Communications technology may, for certain tasks and under certain circumstances, enable an employee to effectively perform some of the work-related duties from home on a temporary basis. Complies with all applicable environmental health and safety policies, procedures and work rules, giving maximum effort to performing job functions in a manner that protects the health and safety of the incumbent, co-workers, and the general public Performs other duties as assigned and which are deemed necessary or desirable by NAPI. DEPARTMENT JOB ASSIGNMENTS This Job Description is intended to be somewhat general in nature with respect to the job family, and as such it does not detail all duties of a particular job assignment. Additional duties, responsibilities, and accountabilities may be assigned to an incumbent in this position depending on the Department Job Assignment. Accounting Operates computers programmed with accounting software to record, store, and analyze financial information. Checks figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Classifies, records, and summarizes numerical and financial data to compile and keep financial records, using journals and ledgers or computers. Debits, credits, and totals accounts on computer spreadsheets and databases, using specialized accounting software. Receives, records, and banks cash, checks, and vouchers. Complies with applicable regulations including all NAPI Policies and Procedures. Compiles statistical, financial, accounting or auditing reports and tables pertaining to cash receipts, expenditures, accounts payable and receivable, and profits and losses. Assists in reconciling subsidiary ledgers, records any necessary adjustments, posts to general ledger. Reconciles or notes and reports discrepancies found in records. Performs general office duties such as filing, answering telephones, and handling routine correspondence. Prepares bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending cash, checks, or other forms of payment to banks. Calculates, prepares, and issues bills, invoices, account statements, and other financial statements according to established procedures. Monitors status of accounts to ensure that payments are up to date. Reads source documents such as purchase orders and invoices for subsequent entry into the accounting system using keyboards or scanners. Compiles, sorts, and verifies the accuracy of data before it is entered. Compares data with source documents, or re-enters data in verification format to detect errors. Stores and properly files completed documents in appropriate locations. Locates and corrects data entry errors, or reports them to supervisors. Tracks and maintains inventory records of Commodities. Reviews accounts payable and/or accounts receivable records and credit policies to ensure compliance with current practices, policies, and procedures. Communicates with customers on account balances and other related matters. Cross-trains and serves as a backup for other department personnel as needed. Creates, organizes, maintains, and updates files and records utilizing database and spreadsheet software, other online applications, and manual systems. Maintains an audit trail of documents and records in accordance with GAAP. Creates a report formats and prepares necessary accounting and financial reports based on retrieved data as requested. Develops and maintains spreadsheets, journals, ledgers, logs, worksheets, and other records. Bean Plant Follows the accounting policies and procedures. Performs daily entries of all transactional documentation into the Famous. Reads source documents such as canceled checks, sales reports, or bills, and enter data in specific data fields or onto tapes or disks for subsequent entry, using keyboards or scanners. Records all receipts of bean products, packing materials, and other materials ordered and received for use at the Bean Plant. Compiles, sorts, and verifies the accuracy of data before it is entered. Locates and corrects data entry errors, or report them to supervisors. Compares data with source documents, or re-enter data in verification format to detect errors. Maintains records of ship out reports activities and completed assignments. Monitors and stores completed documents in appropriate locations for effectiveness and timely filing. Maintains accurate Trucking information (annual DOT inspections, insurance, licensing, etc.) to ensure compliance with applicable regulations for hauling NAPI commodities. Generates Bill of Ladings with accurate customer information from origin to destination points with grain information, analysis information, accurate load or contract numbers for traceability and proper invoicing. Records incoming and outgoing inventory accurately to maintain completeness of records. Completes the accounting records for specific area, after receipt of daily product receiving and packing records from the respective departments. Prepares orders for product based on phone or mail in orders from outside customers and internal NAPI communications. Communicates orders verbally and follow up in written format to the Manager/Supervisor so that they can prepare production scheduling. Maintains and complies with total quality controls according to USDA standards relating to inspection, grading, sorting, handling, and shipments that ensure NAPI’s concerns on food safety. Selects materials needed to complete work assignments. Loads machines with required input or output media such as paper, cards, disks, tape or Braille media. Resolves garbled or indecipherable messages, using cryptographic procedures and equipment. Places price information on tickets, marking by hand or using ticket-printing machine. Compares printed price tickets with entries on purchase orders to verify accuracy and notify supervisor of discrepancies. Pins, pastes, sews, ties, or staples ticket, tag, or label to article. Records number and types of articles marked and pack articles in boxes. Marks selling price by hand on boxes containing merchandise. Records price, buyer, and grade of product on tickets attached to products sold. Keeps records of production, returned goods, and related transactions. Indicates item size, style, color, and inspection results on tags, tickets, and labels, using rubber stamp or writing instrument. Reads orders to as certain sizes and quantities of products. Completes order receipts. Keeps records of out-going orders in an orderly and accessible manner Places merchandise on conveyors leading to wrapping areas. Maintains a clean and organized work area at all times. Monitors all out-going products to verify accuracy of orders. Responsible for coordinating and maintaining all parts of inventory. Verifies perpetual inventory computations by comparing them to physical counts of stock provided and initiate investigating discrepancies or adjusting errors. Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Communicates effectively with co-workers regarding the proper recording to transactions. Granary Follows the internal process of documentation approved by the Plant Operations Supervisor and Assistant Plant Operations Manager. Follows the accounting policies and procedures. Reviews and monitors source documents such as ship out schedules, ship out reports, canceled checks, sales reports, or bills, and enters data in specific data fields or onto tapes or disks for subsequent entry, using keyboards or scanners. Performs daily entries of all transactional documentation into the Famous and iRely Software. Prepares and enters the necessary reoccurring or adjusting entries accurately and maintains adequate documentation for all entries. Prepares, examines, or analyzes source documents to assess accuracy, completeness, and conformance to reporting and procedural standards. Locates and corrects data entry errors and reports them to supervisor or manager. Maintains records of ship out reports activities and completed assignments. Records all receipts of animal feed, pelletized alfalfa pellets, NAPI grain products, packing materials, and other materials ordered and received for use at the Granary and Pellet Mill. Monitors and stores completed documents in appropriate locations for effectiveness and timely filing. Records weights, identifies customer, driver and/or truck number, identifies product on a scale ticket for all scale in/out of all in/out bound trucks. Maintains accurate Trucking information (annual DOT inspections, insurance, licensing, etc.) to ensure compliance with applicable regulations for hauling NAPI commodities. Generates Bill of Ladings with accurate customer information from origin to destination points with grain information, analysis information, accurate load or contract numbers for traceability and proper invoicing. Demonstrates excellent customer service and ensures that each customer receives outstanding customer service by providing a customer friendly environment, including greeting and acknowledging every customer, solid product knowledge and all other components of customer service. Records incoming and outgoing inventory accurately to maintain completeness of records. Verifies perpetual inventory computations by comparing them to physical counts of stock and initiate investigating discrepancies or adjusting errors. Completes the accounting records for specific area after receipt of daily product receiving and packing records from the respective departments. Prepares orders for product based on phone or mail in orders from outside customers and internal NAPI communications. Communicates orders verbally and follows up in written format to the Manager/Supervisor and/or Operators so they can prepare accordingly to production scheduling. Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Communicates effectively with co-workers regarding the proper recording to transactions. General III. POSITION AUTHORITIES AND ACCOUNTABILITIES: Position has a low level of line responsibility and minimal authority to make independent decisions over an assigned department or function. A person in this position has a high level of responsibility for a key operation or function. Results Of Action Decisions will have a high degree of impact on operations or services. Errors may result in significant disruption of operations or services or damage to operational activities. Errors in accuracy, judgment, tact or communication could result in a loss of productivity, and a significant loss of credibility and potential income for the organization. Failure to establish and monitor work schedules for the Department will result in an inability to meet deadlines and will delay the completion of records and other projects. Budgetary & Financial Resources Accountability Position has low level of accountability for budgetary or financial decisions, and decisions will have a high degree impact on resource utilization within NAPI; responsible for a low level of impact on an operating budget for the Department; Equipment/Material Management & Accountability Position has minimal level of responsibility for equipment, material, or supplies; proper utilization is required plus accountability for first-echelon maintenance may be required; minimal authority and accountability for purchase within strict policy guidelines may be present. Confidential And Sensitive Information Incumbent has minimal level of access to sensitive and proprietary company data, including but not limited to services, legal and financial data, and an essential job result is the maintenance of a high level of confidentiality of the information processed by the employee.Incumbent has a minimal level of access to personal and professional data regarding individual employees and their families, and to personal data regarding customers/clients/members and their families, and must comply with the Fair and Accurate Credit Transactions Act (FACTA) to keep that data secure and private.Incumbent has no access to health data of employees and their families, and to health data of customers/clients/members and their families, and must comply with the Health Insurance Portability and Accountability Act (HIPAA), to keep that data secure and private. Independence of Action; Supervision Received: The Accounting Clerk works under general supervision of the Controller or Plant Operations Supervisor/Assistant Plant Operations Manager, depending on departmental assignment. Employee performs moderate level of analysis and problem-solving with a moderate degree of independence and discretion. Supervision Exercised The Accounting Clerk is responsible for own work, and has no supervisory authority or responsibility, although the Accounting Clerk may retain functional authority over specific projects or areas of responsibility as specified in this Job Description or otherwise delegated by the Controller or Plant Operations Supervisor, depending on their departmental assignment.