Accounts Payable Clerk

Description

About Our Organization

Colonial Distributing Inc. is a leading independent grocery wholesaler located in Tampa.  We offer a full range of products from top vendors throughout the world.  With a group of solid professionals, we provide weekly direct store deliveries.  We also have two Cash and Carry store locations to serve our customers, one in Tampa, FL and one in Pensacola, Florida.                                                                    https://www.linkedin.com/company/colonialdistributing

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The organization was founded in 1998 and the vision is to be the distributor of choice for our customers and suppliers through a diverse team of empowered industry leaders, while giving back to the communities where we live and serve.

Job Purpose

In Account Payables you will complete payments and monitor expenses by receiving, processing, verifying and reconciling invoices.  Incumbent must ensure functions are carried out in an efficient, timely manner and ensuring department expectations are met and tasks is completed accurately.

Duties and Responsibilities (not limited to any duty as assigned)

• Pays vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments
• Enter AP invoices into ERP system
• Approve Positive Pay transactions on the bank website
• Handle all vendor inquiries
• Verifies vendor accounts by reconciling monthly statements and related transactions
• Maintains historical records by filing documents
• Prepares and submits the Tobacco Report for the State of Florida
• Collects and maintains W-4’s for vendors
• Setup and maintain vendors in ERP system
• Monitor all open purchase orders and follow up with the respective team members to close the issues
• Prepares annual 1099’s
• Process payments via Credit Card, ACH or check
• Three-way match PO verification in ERP
• Overall management of the Aged AP Report
• Accomplishes accounting and organization mission by completing related results as needed
• Complete new supplier applications
• Work with Purchasing as needed
• Work with vendors and staff on inventory receiving and expenses
• Manage all duties as assigned.

Qualifications

Qualifications

• Excellent communication, leadership skills and great organizational skills with and an eye for details.
• Customer Service able to communicate effectively in English  -  Spanish speaking is a plus.
• Minimum High School Diploma or GED.
• Analytical, detail-oriented, organized, professional and courteous in demeanor with a strong customer services mentality.
• Ability to organize and prioritize workload
• Basic knowledge of accounting terms.
• Excel skills required
• Confidentiality required

Working Conditions

This position works in an office environment.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to sit for long periods of time and enter data into a computer using a keyboard and mouse.  Job frequently requires standing, handling objects with hands, standing, walking, reaching, talking, hearing, and lifting over 50/70 lbs. stooping, bending, twisting, and reaching may be required in completion of job duties.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Direct Reports

This position will not supervise.

Preferred Education or Experience

High School diploma required. Associate degree preferred but not required. 5 to 7 years of relatable experience required. 

Shift and Expected hours of work

Up to 40 hours Monday to Friday (possible over-time and or weekend work).  Work until required task are completed.