Accounts Payable Clerk

Summary

The purpose of the Accounts Payable Coordinator is to assist the accounting department with all aspects of construction billing and collections in addition to performing other accounting and clerical duties.

Tasks

• Set up customers and ensure credit worthiness
• Take out jobs in accounting system and ensure all required job information is obtained and input into the system accurately and timely
• Assist in ensuring sales tax requirements of the project and processing of appropriate sales tax forms when required
• Timely and accurately input contracts, budgets and change orders while ensure appropriate approvals
• Issue certificates of insurance to customers while maintaining a tracking system for special endorsements and other specific insurance requirements (i.e. OCIP, CCIP)
• Maintain and improve filing and management of documents related to billings and contracts
• Accurate and timely processing of Lump-Sum (AIA billings), Time & Material and Cost-Plus projects
• Accurate and timely processing of waivers, notices and liens for all projects, including notarization of related documents when required
• Perform collections on outstanding balances, including, review, follow-up and documentation and communication of status
• Reconciliation of accounts receivable sub-ledger to general ledger
• Maintenance of customer accounts
• Depositing of cash receipts
• Prepare accounting items and checks to be mailed out
• Open mail daily and sort statements, checks, and invoices
• Distribute mail daily according to department
• Protects organization's value by keeping information confidential
• Maintain sensitive files and records
• Back assist receptionist
• Provide administrative support for the accounting department including but not limited to copying, scanning, filing, faxing, word processing, spreadsheets, handling confidential information
• Handle special projects as assigned
• Other job duties will be assigned

Skills & Abilities

• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Business Software — Knowledge of business software including MS Word, Outlook, PowerPoint, Excel, and Access; Internet browsing to find information
• Accounting – Basic knowledge of accounting process and principles
• Communication - Strong written and verbal communication skills
• Time Management — Managing one's own time
• Problem Solving — Uses critical thinking to find solutions for problems
• Detail Oriented — Catches mistakes and corrects them before others do
• Self-Starter — able to work with little supervision/direction in a demanding environment
• Organized — keep an easy to follow filing system (both electronically and hard copy)
• Service Orientation — Actively looking for ways to help people
• Ethical conduct — Conduct one's self in an ethical and responsible manner

Education & Experience

• Associate's degree in Accounting or related field
• Minimum of 2 years of construction accounting experience or equivalent combination of education and experience
• Training or experience in computer applications