AP / PAYROLL CLERK

Essential Functions :

Responsibilities -

• Preparing Accounts Payable packages by :
• Obtaining purchase orders, receiving documents, packing slips and material requests from the Purchasing Department and filing them alphabetically.
• Opening all mail identified as invoices and date stamping.
• Matching invoices with other previously filed documents verifying quantities, pricing, tax liability and jurisdiction, accounting period and general ledger coding.
• Entering packages into the Infinium registered invoice program.
• Filing registered invoices in departmental order in the accounts payable office until approval for payment by the proper the authority is obtained.
• Releasing approved packages into a regular invoice session.
• Printing and disbursement of checks for payment of completed and approved packages.
• Ensuring that finalized checks are mailed on a timely basis taking advantage of discounts.
• Maintaining completed packages in a manner as to facilitate ease of retrieval for future reference.
• Ensuring that vendor information is maintained and updated on a regular basis.
• Preparing Accounts Payable packages by :
• Securing check stock from outside manipulation.
• Maintaining a log noting check stock form numbers and date stock was transferred to Accounts Payable safekeeping.
• Maintaining a numeric log that reflects all check numbers and forms used, voided or destroyed, both manual and computerized.
• Closes A / P and Payroll to G / L on a weekly basis.
• Print and review AP Aging Report monthly to ensure no invoices have major delinquency.
• Prints and maintains accompanying closing reports.
• Reviews and settles incomplete packages.
• Audits all vendor statements to resolve discrepancies and disputes on a monthly basis.
• Ensures the proper review of daily time sheets and weekly time and attendance reports.
• Ensures accurate, neat, organized and up-to-date filling of all payroll reports and records.
• Assists in the resolution of various team member payroll problems, concerns and questions.
• Ensured the accurate and timely collection of all deductions, i.e. salary advances, laundry, uniforms, etc.
• Ensure the proper calculation and remittance of all garnishments received.
• Keeps supervisor informed of all pertinent information regarding payroll activities and any irregularities.
• Ensures a consistently cooperative and professional rapport is maintained with all external contacts.
• Ensures that all timesheets are processed through the computer and that the payroll reports are distributed to all departments.
• Assists in month-end and / or year-end closing process as requested by management.
• Assists in internal, external, regulatory, and miscellaneous audits as requested.
• Maintains historical financial and statistical data
• Maintain Confidentiality
• Process escheatment yearly
• Any and all task or projects as assigned

Requirements :