JOB SUMMARY:

To supervise invoice processing and payment in a timely fashion. To examine a sampling of invoices processed to ensure proper matching of purchasing and receiving documents, proper distribution to general ledger expense accounts, timely and accurate payments that make full use of available discounts, and proper filing and storage of records.

ESSENTIAL FUNCTIONS:

1. Supervises matching of invoices with purchase orders and receiving documents.

2. Prepares guidelines for proper coding of invoices to general ledger expense accounts and updates to inventory records.

3. Monitors cash flow reports and checks to ensure that all discounts are taken and that accurate and timely payments are made.

4. Reviews checks and vouchers to verify proper payments before signature by controller.

5. Reconciles subsidiary vendors' ledger with accounts payable total and with general ledger.

6. Prepares general ledger entries as required to correct errors.

7. Supervises timely and accurate preparation of purchase journals and budget reports.

8. Makes sure payables clerk has obtained EINs or SSNs of all vendors so that 1099's can be sent at year's end.

9. Supervises to see that a proper record is kept of purchases subject to state use tax in preparation for periodic audits by state inspectors.

10. Supervises proper filing and storage of records in case of federal or state income tax audit.

11. Supervises training of new accounts payables clerks, assigns specific duties, and carries out performance appraisals.

QUALIFICATIONS:

1. High School diploma or Bachelor's degree, with accounting or business administration major and one year's experience in an accounting office, or:

2. Three to four years of computerized accounting experience and or at least two years in a supervisory or managerial capacity.

3. Good organizational and analytical skills as well as an ability to motivate and communicate effectively with staff.

Skills: Excellent written and oral communication skills. Proficient with Excel spreadsheet and Access database applications. Strong analytical and time management skills

Physical Requirements: Able to lift 10 lbs, bend, stoop, squat, reach, crouch and kneel. Able to sit for long periods of time.

Additional Requirements: Able to read instructions, numbers and write legibly in English. Follows supervisor’s instructions and works amicably with co-workers.

This brief position summary is not an all-inclusive description of job duties. Other job duties and responsibilities may also be assigned by the incumbent’s supervisor at any time based upon Company need.

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