Job Summary:
The Accounting Clerk is at the service of the Central Administration Office for Pauline Books and Media Publishing House, Paulinas Distribuidora, Bookcenters, and Exhibits. The Accounting Clerk assists in Accounts Payable and Accounts Receivable tasks. The Clerk follows up on customer service issues for both Accounts Payable and Accounts Receivable.
Reports to: Director of Apostolic Administration
SPECIFIC ACTIVITIES:
Accounts Payable
Compares invoices against receiving documents and enters invoices into Teamwork System for payment.
Opens incoming mail and enters all administration (non-inventory) invoices into queue for payment.
Processes check runs.
Files all open and paid invoices.
Responds to vendor requests for updated Resale Sales Tax Exemption Certificates.
Reconciles physical inventory received with cost of invoices from Publishing House printing companies.
Reviews statements from vendors and follows up on discrepancies.
Responds to all faxes, phone calls and e-mails from vendors regarding our account.
Maintains vendor database, updating address and contact information.
Informs the Assistant Manager of any ongoing issues with vendors, including credit holds and past due accounts.
Accounts Receivable:
Opens incoming mail, applies customer payments and prepares bank deposits.
Handles correspondence related to customer accounts receivable records, past due accounts, payment discrepancies and tax-exempt certificates.
Daily e-mails customer invoices from Acumen System.
Processes monthly customer statements.
Keeps up to date records on all tax-exempt customers and maintains Avalara digital database of exempt certificates.
Maintains customer database, updating address information, merges duplicate customers, etc.
Informs the Assistant Manager of any ongoing issues with customers and past due accounts.
Central Administration Office:
Performs clerical office duties such as filing, faxing, and answering correspondence as directed.
Maintains confidentiality and discretion regarding personal information about customers, vendors and payment issues.
Maintains desk and work environment in an orderly and clean manner.
Is willing to expand role under the direction of the Supervisor.
JOB COMPETENCIES:
KNOWLEDGE
Basic Accounting Procedures (At least and A.A. in Accounting)
Accounting Software, Computer Spreadsheets, and Word Processing
Standard Business Communication Tools such as phone, fax, and the internet
SKILLS
High level of accuracy
Able to focus on and resolve details.
Can prioritize according to given criteria.
Able to manage many tasks in a timely manner.
Analytical, Problem-Solving Skills.
Able to write and speak standard business English.
Able to sit and work at a computer station for most of the working hours.
Phone Communication Skills
ATTITUDES
A strong sense of justice and ethical responsibility
A commitment to documenting relevant information.
Willing to interact and communicate with department members.
A respect for proper procedure as a means for avoiding future difficulties.
Willing to learn software packages.
Willing to expand role under the direction of the Supervisor.
