Function: To input and process invoices in a timely and efficient manner to ensure prompt, accurate payment.  Gathering and organizing files and documents. Placing digital and paper files in proper locations. Responding to emails and other correspondence. Reviewing vendor statements. Doing other duties as assigned. Follow proper internal control procedures.  Assist the Accounts Payable Senior Supervisor with other various functions.

Interaction:

• The Clerical Associate reports directly to the Accounts Payable Senior Supervisor.
• The Clerical Associate has extensive interaction with the Accounts Payable Manager, Accounts Payable Supervisors and AP staff.
• The Clerical Associate has some interaction with relevant BSI/OUT merchandising staff.

Summary of Duties and Responsibilities [Essential Functions]:

The Clerical Associate is responsible for all or a portion there-of, of the following responsibilities as outlined below:

Processing

• Perform data entry associated with accounts payable.
• Accurately review, code and process vendor invoices.
• Address and respond to vendor inquiries.
• Gathering and organizing files and documents.
• Place digital and paper files in proper locations.
• Open mail for the department.
• Review vendor statements.

Other

• Demonstrate and foster the following culture within the Accounts Payable Department: (i) customer service, (ii) continuing process improvement, (iii) building effective working relationships with people inside and outside the department, and (iv) personal responsibility for the integrity of all work.
• Preparing and maintaining Excel spreadsheets.
• Cross-train on other department processes on an as needed basis.
• Perform other duties as assigned.

Physical Demands:

Must fulfill the following, with or without reasonable accommodations, to perform essential job functions:

• Must have adequate vision, speech, hearing and physical ability to perform essential job functions.
• Must have full body rotation and mobility (i.e. bending, stooping, twisting, and reaching) to operate machinery and perform necessary filing.
• Ability to lift and carry up to 10 pounds.

Qualifications:

• High school diploma required.
• 1-2 years Accounts Payable/Accounting experience a plus.
• Excellent data entry and filing skills.
• Effective organizational skills.
• Detail oriented.
• Good verbal and written communication.
• Requires the ability to produce materials within tight timeframes.
• Proficient in Microsoft Office Software, including Excel, Word, and Outlook.
• Proficiency with AS400 System and Oracle a plus.
• Fluent in English.

Limitations of Authority:

• To work at all times within the confines of Beall’s policies and the directives of the Accounts Payable Merchandise Supervisor, Assistant Accounts Payable Manager and Accounts Payable Manager.
• Any requested time off, including vacations, must be approved in advance by the Accounts Payable Manager.