Job Description
1.0 INTRODUCTION
1.1 The purpose of this procedure is to define the authorities, responsibilities, principle duties, reporting relationships, and measures of performance for the Accounts Payable Clerk for Raven Mechanical.
1.2 This person will be responsible to provide and direct necessary office assistance and to perform the functions of Accounts Payable Clerk for the Company.
2.0 FUNCTIONAL ROLE
2.1 The basic function of this position is to plan, organize, and implement the necessary financial entry and record keeping activities for accounts payable functions of Raven Mechanical and to ensure the effective operation of the company.
2.2 Other basic functions are to produce required operating and financial reports in a timely and accurate manner as well as provide administrative support to the Partners and other managers or staff as required.
3.0 PHYSICAL REQUIREMENTS
3.1 Educational requirements - Required: High School Diploma or equivalent; Preferred: Two Year Associate Degree in Accounting or Business Administration with Office Skills/Accounting training (work experience may be substituted for this training).
3.2 Experience: At least two years experience in general office including financial reporting to upper management.
3.3 Skill, Knowledge and Abilities: Ability to work independently, with the ability to prioritize responsibilities, and complete projects from start to finish. Needs to be a self-starter. Strong interpersonal relations necessary. Skilled in the use of office equipment including computers. Analytical and mathematical skills as related to bookkeeping practices and procedures in general use. Ability to provide accurate reports and data in a timely manner. The ability to communicate with managers and staff within the company in English.
3.4 Physical: Body Positions: Standing and sitting for long periods.
Body Movements: Use of hands, arms, vision, and voice.
Walking throughout the offices and production facilities
3.5 Mental: Requires mathematical skills in developing records. Ability to effectively communicate ideas to all levels of management and employees and outside vendors.
3.6 Working Conditions: Office environment primarily in a climate controlled office environment. Normal working hours will be Monday thru Friday from 8:00am until 5:00pm, however this is a vital position and there will be times when additional time or alternate scheduled may apply for this position.
4.0 REPORTING RELATIONSHIPS
4.1 The Accounts Payable Clerk reports to the Controller/Bookkeeper or Partners.
5.0 AUTHORITY
The Accounts Payable Clerk is given the necessary authority to administer the following basic functions of this position:
5.1 The Accounts Payable Clerk has full operating authority to fulfill the responsibilities of the position as described in Section 6.0 of this Operating Procedure. He/she may interface with others in the collection of data or input into the computers. He/she retains responsibility and accountability for the success of the operations assigned to him/her.
5.2 Collect, process, and provide to be signed the checks for accounts payable. Processing of any other checks will be as directed by the Controller/Bookkeeper or Partners.
6.0 DUTIES & TASKS
The principal duties and tasks of the Accounts Payable Clerk are as follows:
6.1 Keep all accounts payable records accurately and current
6.2 Be able to produce financial and key indicator reports as requested using the accounting software and other Microsoft Office programs.
6.3 Enter financial data in a way consistent with the request of the Controller or C.P.A. while meeting or exceeding the legal requirements of the GAAP standards.
6.4 Posts all accounts in an accurate and timely fashion.
6.5 Collects all vendor invoices and enters them into the Accounts Payable file by due date. Ensures that all vendors are paid on time and any worthwhile discounts are taken. Review and get approval for all invoices before payments are made.
6.6 Avoid penalties for late payments and thereby maintaining and protecting a high credit rating for the company.
6.7 Develop an aging report for Accounts Payable and present these to the Controller or Partners at least weekly for his/her review.
6.8 Provide backup support and training for accounting personnel and other support staff.
6.9 Provide administrative support to the Partners, Vice President of Operations, Controller, Project Managers, Estimators, Service Dept, or support staff as needed.
6.10 Maintains and generates reports for Job Costing information for all departments and projects.
6.11 Work closely with all related staff to ensure that information needed is accessible and the efforts are coordinated especially in the area of customer billing and vendor invoices being submitted, collected and billed accurately and in a timely fashion
6.12 Maintain a positive cash balance in the company checking accounts at all times.
6.13 Writes checks to pay vendors or employees as required.
6.14 Ensure that all checks and related documents are coded accurately and properly.
6.15 Maintain the confidentiality of company business, employees, and owner/shareholder personal information.
6.16 To ensure that all co-workers who report to this position, have the required capability and training to fulfill their duties.
6.17 Ensure that all budgetary controls are adhered to.
6.18 Other duties and tasks as may be assigned by the Controller or Partners.
7.0 STANDARDS OF PERFORMANCE
7.1 All accounting documents delivered to the office are processed within two (2) days and free of error.
7.2 Management support services are provided as needed.
7.3 All financial and key indicator reports including Job Costing Reports have been accurately prepared and presented in timely basis with regards to this positions input of information on the report.
7.4 Handles Purchase Order processing and payables for multiple projects and departments successfully.
7.5 Demonstrates good judgment in suitably reporting major matters or problems to the Controller or Partners for financial and accounting related items.
7.6 Has ensured the confidentiality of company information throughout his/her department.
7.7 Displays a positive attitude and maintains a cooperative working relationship with the departments and all other staff.
7.8 Performs all duties in an independent and expeditious manner with minimal supervision and has made optimal use of time during working hours.
7.9 Consistently displays the ability to recognize and deal with priorities.
7.10 Demonstrates good organization and planning skills that suitably fit into the overall goals of Raven Mechanical.
7.11 Provide backup support and training for accounting personnel and other support staff.
7.12 The Accounting Personnel (AR, & Payroll), with the coordination of the Accounts Payable Clerk, implements accounting policies and procedures as necessary for the smooth functioning of these functions.
7.13 Accounting and operational information is readily available to the co-workers who need specific information to fulfill their job duties.
7.14 Accounts Payables are processed and paid while utilizing discounts and any outstanding accounts are in the process of being resolved.
7.15 Accounts Receivable financial records are current and accurate.