Accounts Payable Supervisor jobs in Adams Center, NY

RESPONSIBILITIES:

• Check all vendor invoices and prepare them for processing; cost all “X” items and cost all Direct Sales Registers; write Debit Memos and Debit Cancellations

• Assist in specified areas of Accounts Receivable

• File records in the appropriate files, such as:

1. Customer File

2. Back Order and Special Order File

3. Driver Delivery Record File

4. Job File

5. Direct Shipment Tub

6. Open Purchase Order Tub

7. Closed Purchase Order File

8. Open and Closed Freight Claim File

9. Closed Expenses File

10. Sales Files

• Research Credit Memos

• Open mail

• Prepare outgoing mail

• Batch Void, No Charge/No Cost Sales Registers

• Sales Register and Cash Sale Receipt Accountability

• Control office supplies

• Control record retention

• Photocopying

• Answer telephones

ESSENTIAL JOB FUNCTIONS:

• Ability to accurately handle cash and cash transactions on a daily basis.

• Ability to research Credit Memos.

• Ability to open mail and prepare outgoing mail.

• Ability to batch Void, No Charge/No Cost Sales Registers.

• Ability to photocopy.

• Ability to operate ten-key calculator.

• Ability to write letters and numbers legibly.

• Math skills that include calculating percentages, decimals (.1, .01, .001) and discount multipliers.

• Ability to answer telephones and provide courteous, prompt and efficient service to customers.

• Ability to send and receive faxes.

• Ability to meet specific deadlines.

• Basic bookkeeping knowledge.

• Filing skills, both alphabetically and numerically.

• Maintain Accounts Payable documents in orderly manner.

• Ability to sit for extended periods of time.

• Ability to comprehend, read, and to communicate the English language orally and in writing.

SPECIFIC JOB DUTIES:

• Check all vendor invoices for price, terms and discount.

• Post all packing slips to Purchase Orders.

• Post all invoices to the P.O.

• Batch all Purchase Invoices once a day.

• Batch all Purchase Orders to be entered into computer system and prepare the Purchase Batch Transmittal, Form 1160.

• Batch all expense invoices weekly, or more frequently, if needed.

• Cost all Direct Sales Registers and all non-stock (X) items on Registers.

• Write Debit Memos and Debit Cancellations that include rebate debits/credits.

• Respond to vendor inquiries on a timely basis.

• Stamp original and duplicate invoices with Date Received stamp. (If no copy exists, make photocopy of original and stamp with Date Received stamp.)

• Separate purchase invoices from expense invoices.

• Stamp copy of invoices with Duplicate stamp.

• Match invoice with Purchase Order.

• Check cost, terms, freight.

• Check invoice against Purchase Order by circling quantity ordered against quantity billed and received. Research cost discrepancies. If vendor is correct, change cost on Purchase Order, if stock, or Sales Register, if applicable. If vendor is incorrect, issue Debit Memo.

• Attach Accounts Payable Distribution Voucher, Form 1020 to lower right corner of vendor invoice. Place carbon between original and duplicate copy.

• Fill out Accounts Payable Distribution Voucher, Form 1020.

• Attach duplicate invoice copy to Purchase Order. If the Purchase Order is complete, draw a line from lower left to upper right and enter current day’s date on the line.

• File completed order in closed Vendor file. If the order is not complete, return to Open Purchase Order tub.

• Put Direct Shipment invoices alphabetically in one stack and stock and special order invoices alphabetically in another stack.

• Use the electronic Purchases Batch Header from the CED Intranet to total the batch.

• Debit Cancellations should be added and Debit Memos and vendor credit memos deducted. Check the 1020 total with the invoice total; they must agree.

• Check to see that the total of Direct Payables agrees with the merchandise cost of Direct Sales before posting to the Daily Summary.

• Align lower left corner of invoices. Be sure they are in alphabetical order and in same sequence as the Purchases Batch Header and fasten securely with staples.

• Make sure there are no more than 25 invoices in one batch. More than one batch a day may be sent to the Service Center. If this is done, one batch should include vendor invoices from first part of alphabet and the other from the second part (Part I = A to J; Part II = K to Z).

• Print two copies of the Purchases Batch Header.

• Attach one to the top invoice only; do not cover Remit To information.

• If you will not be personally entering the Purchase Orders in CEDNet, complete form 1160, Purchase Order Transmittal and batch all applicable Purchase Orders and take to the Lead Computer Operator for data entry.

• Assist in the research of the Negative On Hand Balance Report and Qtys. adjusted since Last Physical Report.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus opportunities

Work Location: In person