Careers at Hutchison Hayes

Position Title: Accounts Payable-Receptionist

Cost Center: Department 300

FLSA Status: Non-Exempt

Supervisor: Accounting Manager

PURPOSE OF THE POSITION

The Accounts Payable Clerk-Receptionist reports to the Accounting Manager and is responsible for providing administrative and clerical services to the company. This includes processing documents and monitoring payments in an effective and efficient manner which will ensure that information systems are accurate and up to date, and that vendors and suppliers are paid within established time limits. This position will also attend to visitors and deal with inquiries on the phone and face to face as well as supply information regarding the organization to the general public, clients and customers.

RESPONSIBILITIES

Accounts Payable Duties

Perform the day to day processing of accounts payable transactions to ensure that company finances are maintained in an effective, up to date and accurate manner.

  • Receive and verify invoices
  • Verify that transactions comply with financial policies and procedures
  • Prepare batches of invoices for data entry
  • Data enter invoices for payment
  • Process backup reports after data entry
  • Manage the weekly check run
  • Record all checks
  • Prepare vendor checks for mailing
  • Prepare manual checks as and when required
  • Maintain filing system and records
  • Maintain the general ledger interface accounts payable with sub system
  • Other duties as required by company

Reception duties

Attend to visitors and deal with inquiries on the phone and face to face. Supply information regarding the organization to the general public, clients and customers.

  • Answer telephone, screen and direct calls, take and relay messages
  • Provide information to callers
  • Greet persons entering organization
  • Direct persons to correct destination
  • Deal with queries from the public and customers
  • Ensures knowledge of staff movements in and out of organization
  • General administrative and clerical support
  • Prepare letters and documents
  • Receive and sort mail and deliveries
  • Schedule appointments

Job Description – Accounts payable clerk-Receptionist

  • Maintain appointment diary either manually or electronically
  • Tidy and maintain the reception area
  • Other duties as required by company

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

The incumbent must have proficient knowledge in the following areas:

  • Knowledge of accounts payable, entering financial information
  • General working knowledge of computerized accounting systems

Skills

The incumbent must demonstrate the following skills:

  • Excellent interpersonal skills
  • Team building skills
  • Bookkeeping skills
  • Decision making skills
  • Effective verbal and listening communications skills
  • Attention to detail and high level of accuracy
  • Very effective organizational skills
  • Effective written communications skills
  • Demonstrated ability with spreadsheet, word processing, and email programs
  • Stress management skills
  • Time management skills

Personal Attributes

The incumbent must also demonstrate the following personal attributes:

  • Be honest and trustworthy
  • Must maintain strict confidentiality
  • Be respectful
  • Possess cultural awareness and sensitivity
  • Be flexible
  • Demonstrate sound work ethics

Physical Demands

The Accounts Payable Clerk-Receptionist will spend long hours sitting and using phones, office equipment and computers, which can cause muscle strain. The Accounts Payable Clerk will also have to do some lifting of supplies and materials from time to time.

Environmental Conditions

The incumbent is located in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others on a regular basis.

Sensory Demands

The incumbent must spend long hours in intense concentration.

Mental Demands

There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues.

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