Accounts Payable

POSITION PURPOSE

The purpose of the Accounts Payable/Payroll Assistant is to process all accounts payable and back up the Payroll & General cashiering duties.

ESSENTIAL FUNCTIONS

Daily

• Distribute stamped invoices to department heads for approval.
• Verify invoice extensions, footings and the sales tax that is charge, if required. 
• Post invoices in the computer following internal controls to assure that only valid and accurate vendor invoices are recorded and paid.
• Secure mail when in the lodge
• Answer and direct phone calls.
• Assist the needs of members, as required.
• Prepare daily deposits of all member payments and posting sheet for A/R.
• Process manual checks and maintain control log.
• Maintain and control voided check log.
• Perform general cashier duties such as maintaining petty cash/change banks/Miscellaneous cash as needed.
• Maintain vendor files
• Other duties as assigned or needed.
• Communicate with managers regarding invoice processing, statement reconciliation and other AP issues.

  Weekly

• Print A/P checks, attach invoices to the checks.
• File check vouchers and invoices after processing
• Process payroll during the absence of the Staff Accountant. 

  Monthly

• Assist in stuffing and mailing A/R statements.
• Complete and/or assist in audit of all cash banks.
• Match all vendor statements to the month-end accounts payable aging “due list”
• Reconcile and close the accounts payable system for the month
• Copy all fixed asset invoice for the permanent file
• Process payroll in the absence of the staff accountant and at least once per month in order to retain the experience.

  Yearly

• Process 1099’s
• Balance and close accounts payable
• Assist with year-end audit as directed by the Controller.

  OTHER

  Regular attendance is expected in conformance with the standards established by The Bay Hill Club & Lodge.  Your attendance is essential to the successful performance of this position.  Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

  Due to the cyclical nature of the club/resort business, employees may be required to work varying schedules to reflect the business needs of the club.

  Upon employment all employees are required to fully comply with The Bay Hill Club & Lodge rules and regulations for the safe, efficient operation of the club.  Employees who violate club rules and regulations will be subject to disciplinary action, up to and including termination of employment.

  SPECIFIC KNOWLEDGE, SKILLS & ABILIITES

  The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodations.

• Excellent communications skills to include ability to read, write, and speak. Understand            and carry out instructions, communicate effectively with members, guests and employees.
• Handle multiple tasks and deal effectively with interruptions.

  Plan and organize time.

  Attention to detail and identify problems, issues or oversights.

  QUALIFICATION STANDARDS

  EDUCATION

  Combination of education and/or experience equivalent to a high school diploma.  

  EXPERIENCE

  1-3 years accounts payable experience required.  Previous hotel or club accounting experience desirable.

  LICENSES OR CERTIFICATES

  Notary certification required.

  TOOLS, MACHINE AND EQUIPMENT USED

  Computer, typewriter, fax and copy machines.

  PHYSICAL REQUIREMENTS

   Able to lift 40 lbs. To be able to store documents.

  GROOMING

  All employees must maintain a neat, clean and well-groomed appearance.