Accounts Payable Associate: Full Time Year Round

Accounting New Paltz, New York


BASIC FUNCTIONS AND RESPONSIBILITIES:

 

Responsible for financial and accounting functions, timely preparation of invoices, input, processing and payment. Maintain the integrity and accuracy of information dispersed by the accounting office.

 

ESSENTIAL JOB FUNCTIONS:

 

  • Maintain all accounting records according to established Mohonk Mountain House retention standards and policies.
  • Demonstrate proficiency with Windows-based operating systems and use software including MS Word, MS Excel, and MS Outlook.
  • Input on a daily basis invoices into AP system using other Windows-based compatible software.
  • Receive and answer phone calls from vendors or other departments in regard to payment status of invoices.
  • Verify invoices for accuracy, compliance with Mohonk Mountain House procedures and proper job classification and account distribution.
  • Maintain Accounts Payable physical and electronic files.
  • Perform basic mathematical functions such as addition, subtraction, multiplication, division, and percentages with/without use of a calculator.
  • Reconcile vendor statements to our records.
  • Assist with other accounting functions including Inventory Control and General Ledger.
  • Perform other data entry or clerical work as assigned with focus and attention to detail.
  • Provide support in maintaining Excel spreadsheets related to Accounts Payable such as our FFE schedule, utility payments and others.
  • Maintain vendor records for income tax purposes.
  • Become familiar with State and Local sales tax rules and apply to invoices we pay.
  • Design functional spreadsheets in MS Excel.
  • Demonstrate organizational skills, proofreading skills, and produce well-written, error-free copies.
  • Work productively and efficiently with or without supervision when performing routine tasks.
  • Work independently and as part of a team.
  • Work under stress from contact with public, demanding deadlines and changing priorities and conditions while maintaining composure.
  • Assist Assistant Controller in identifying internal control or process weaknesses.
  • Participate in developing and implementing improved processes.
  • Undertake special projects as indicated by the Assistant Controller, Controller or Director of Finance.
  • Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests, vendors, and staff.
  • Provide courteous service to all levels of coworkers and vendors including communications of noncompliance with policies.
  • Analyze problems and develop and implement action plans to address problems.
  • Learn and retain knowledge of historical facts and information about Mohonk Mountain House.
  • Maintain a flexible work schedule including days/nights, weekdays/weekends, holidays, and during peak periods of business.
  • Develop and maintain positive working relationships with other staff.
  • Attend events, programs, and trainings as needed to enforce and support Mohonk Mountain House policies and culture.
  • Adhere to Mohonk Mountain House’s dress and grooming standards; being neat, clean and well groomed, maintaining a positive, professional image to our customers.
  • Inspect the work of others by touch, sight, sound and smell for conformance to prescribed standards.
  • Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors, vendors, and employees.  Hear verbal instructions, directions and warnings.
  • Clearly communicate results of efforts, problem resolution steps and completed tasks verbally and in writing.
  • Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, climb up/down ladders or sit for up to 5 hours at a time.
  • Lift up to 20 pounds from ground level and carry a distance of up to 100 feet with/without assistance.  Walk up to 2 miles per day.
  • Demonstrate good dexterity in order to use common office equipment such as computer terminals, telephone, calculator, copiers, and FAX machines.
  • See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
  • Work in office setting subject to continuous interruptions and background noises.
  • Work extended periods of time viewing a computer video monitor and/ or operating a keyboard.
  • File letters, correspondences, reports, etc. in file cabinet drawers ranging from 1’ to 7’ from the floor with/without use of a ladder.
  • Collect mail from post office in Mountain House, open and sort.
  • Write, including emails, concisely and legibly with appropriate documentation.

 

QUALIFICATIONS:

  • High School Diploma.
  • Minimum 2 years practical business experience.
  • Minimum 18 years old.

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.