Accounts Payable Clerk jobs in San Jose, CA

Job summary

The Accounts Payable Clerk is responsible for ensuring that all payables transactions are posted regularly and payments to the vendors are generated on an accurate and timely basis. Ensures documentation for all payments are properly maintained.

Essential duties and responsibilities – (Key activities)

Verify invoices received have correct billing name and address, ensure payments are issued to vendors based on contract and agreements.

· Ensure purchases are duly authorized and the documents signed in approval by the authorized manager.

· Verify that the journal entries in the Payable Vouchers are proper made.

· Verify the arithmetical accuracy of all invoices before processing.

· Verify that payments prepared according to hotel procedures and includes all supporting documentation and submitted for approval.

· Timely process payments to vendors based on approved POs and invoices, make necessary arrangements if early payment discounts are available or to avoid penalties.

· Review and validate all bookings made in the AP Sub Ledger, verify AP ledger balances agree with General Ledger balances.

· Verify that bookings in the Cash Disbursement Journal are accurate.

· Review the Schedule of Accounts Payable, address long outstanding items and submit to the Director Finance Business Partner and Assistant Director of Finance.

· Reconcile the statements from suppliers and resolves any discrepancies.

· Properly monitor the issuance of checks and safeguard all unused checks.

· Files paid and unpaid invoices in a timely and orderly manner such that others can readily access the information.

· Audits the General Cashier’s petty cash reimbursements, ensuring that all documents are properly filled in and approved.

· Prepares and posts month-end accruals. Assist in the preparation of the monthly financial statements.

· Reviews with Director of Purchasing any open purchase orders at month-end.

· Investigates all invoices received without purchase orders and initiates corrective action.

Other standard responsibilities

• Complies with the company policies.

• Works within all pre-set budgetary limits.

• Takes on other tasks in addition of the ones stated, in a reasonable framework.

• Develops and updates policies and manuals, as related to the division/department, for implementation in the field, while ensuring compliance to the same for consistency across the group.

• Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs.

• Is a “brand ambassador” at all times and ensures brand integrity and clarity are always maintained.

• Models the company’s culture, vision, mission and core values at all times.

Others

While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.

Required skills –

• Excellent interpersonal skills to maintain good relationships with all coworkers and vendors.

• Must have a high degree of professional integrity, and be able to work safely, effectively and efficiently.

• Must be very detail oriented and have strong organizational skills.

• Strong user skills in spreadsheets and accounting applications.

Qualifications –

• University graduate with major in Accounting.

• Additional training programs certifications in Finance is plus.

Experience –

• Extensive experience in accounts payable and book-keeping roles

• Familiar with hotel’s internal control system and procedures

• 3 year’s working experience in a similar capacity is preferred

• Knowledge in Birchstreet, Material Controls and SunSystems is preferred

Rosewood Sand Hill provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay

The pay scale for this position is between $28.92 and $33.10/hour. This is the pay range for this position that the Hotel reasonably expects to pay.

Decisions regarding individual rates will be based on a number of factors, such as experience, type of hotel luxury experience and/or Fine Dining Restaurant Experience.