Accounting Clerk AP/AR

About the Role

Responsible for posting and general accounting of revenues, processing vendor invoices, and journal entry preparation.

Responsibilities

• Monitor master account from check-in through checkout, ensuring correctness of billing.
• Prepare and post city ledger adjustment as needed.
• Prepare and mail invoices and individual travel voucher accounts with proper documentation on the same day as they are transferred to Accounts Receivable.
• Schedule daily bill review with on-site group contacts whenever possible.
• Prepare group codes and open masters for all unassigned groups on daily event order.
• Research and respond to all credit card inquiries and chargebacks within time limits set by credit card companies, processing necessary adjustments when required.
• Transmit travel agent disbursements on a weekly basis, ensuring the accuracy of the file prior to transmittal.
• Research and respond to all individual travel agent commission inquiries in a timely manner.
• Transmit credit and food and beverage batches to credit card companies for payment.
• Ensure proper transmittal of debit batches to credit card companies.
• Prepare adjustments to reflect receipt of payments from credit card companies upon notification from the bank.
• Prepare deposit list for cash and check receipts.
• Process the account management software credit approval report weekly.
• Enter credit approvals into account management software.
• Handle credit card charges for all ancillary billings (electrical, delivery, parking, etc.).
• Clear all “wash-through” accounts in a timely manner.
• Audit, apply, research, and refund or take as income all advance deposits on individual reservations.
• Handle all credit balances on individual accounts.
• Maintain inter-hotel accounts, including billing, posting, and identifying payments.
• Process and collect certificate billings.
• Respond to guest questions or problems in a timely, professional manner.
• Maintain accurate records, files, reports, contracts, etc.
• Frequently produce reports and correspondence that are effective, appropriate for the audience, and grammatically and technically accurate.
• Protect confidentiality of all relevant information.
• Effectively handle clients and guests on the phone by practicing proper phone skills.
• Effectively use computer systems and software to analyze information, produce reports, and correspondence.
• Record, type, and distribute meeting notes.

Supporting Functions

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function determined by the manager based on hotel requirements:

• Assist with accounting office issues.
• Provide administrative support.

Requirements

• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Thorough knowledge of computer processing systems and ability to manually perform these operations if necessary.
• Knowledge of computer accounting programs, math skills, and budgetary analysis capabilities required.
• Must be able to handle a high workload volume with organization and control.
• Ability to solve problems and make rational decisions.
• Must possess a high level of accuracy and neatness.

Physical Demands

• Most work tasks are performed indoors in a temperature-controlled environment.
• Must be able to sit at a desk for up to 8 hours per day.
• Walking and standing are occasionally required; length of time varies by task.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening, hearing ability, and visual acuity.
• Vision tasks include near vision and depth perception.
• Requires manual dexterity to use and operate office equipment such as computers, printers, 10-key adding machines, multi-line touch-tone phones, filing cabinets, fax machines, photocopiers, and other office equipment.

Pay

Pay Range: $21.00 – $21.00 per hour. Compensation within this range will be determined based on relevant experience, skills, and other job-related factors consistent with applicable law.

Benefits

Eligible employees may receive access to the following benefits, subject to plan terms and eligibility requirements:

• Paid time off, including paid holidays, paid sick leave, and/or paid leave, and vacation time.
• Medical, dental, and vision insurance.
• Life and disability insurance.
• Employee Assistance Program (EAP).
• Employee discounts (e.g., hotel stays, food & beverage, and partner programs).
• Paid leave benefits in accordance with applicable state and local laws.

Schedule

• Work schedules are based on business needs and may include evenings, weekends, and holidays.
• Shifts are based on occupancy levels, events, and seasonal demand.
• Schedules are communicated in advance in accordance with company policy.
• This company operates seven days a week, 24 hours a day. Generally, the position works Monday through Friday, but may require work on Saturdays and Sundays based on business demand.