Description
Position: Accounting Assistant / AP Processor
Reports to: CFO or CAO
Supervises: None
Department: Financial Management
FLSA Status: Hourly Non-Exempt
General Function
Responsible for assisting with the company accounting process and functions in a professional and knowledgeable manner. Ensure company policies and procedures are being adhered to as they pertain to accounting functions including accounts payable.
Essential Functions
- Process Payments
- Open and sort mail daily. Route as necessary.
- Review invoices for accuracy and ensure all credits and debits are properly documented; enter invoices into the Accounts Payable system and schedule for payment. Code each invoice to correct branch and cost center.
- Process check requests, expense reports, garnishments, tax payments, etc., ensuring that all appropriate approvals have been received, and that checks are properly signed and mailed with corresponding documentation.
- Make GL entries to offset check disbursement activity and for Sweep interest.
- Assist with all vendor responsibilities and payment of negotiated contracts, as well as inquiries.
- Code costs, expenses, credit card distribution forms, etc. accurately to each cost center.
- Review employee expense reports and credit card distribution forms for approval, corresponding documents, code to correct branch and cost center.
- Ensure that appropriate approval authority is obtained for necessary issues, and follow up when necessary.
- Monitor due dates and timeliness of payments.
- Maintain accurate records and file documents in vendor folders for reference and retention.
- Balance internal General Ledger against the Daily Settlement Report. Balance Interface Report against the actual invoices for accuracy.
- Research payment history and allocations. Update vendor database and files.
- Accounting Administration
- Prepare or assist with general ledger and correspondent reconciliations.
- Assist with monthly reports which detail the Bank's statement of condition and net income position for the month and year-to-date in comparison to budget.
- Assist with FDICIA control reporting duties.
- Assist in audits of the Bank's records by Federal and State Examiners, CPA firms and Bank's internal auditors.
- Assist with maintenance and control of the Bank's general ledger and other financial and accounting records.
- Develop accurate and responsive analysis and reporting of financial and accounting information.
- Projects and Reports
- Manage and complete all projects and preparation of reports as assigned
- Communicate activities to management and Controller, CFO, or CAO as appropriate.
- Assist with preparation of tax information and other required reporting (e.g. 1099)
- Analyze GL’s, vendor activity, branch expenses, etc. Compare related vendors to reduce duplication and cost.
- Compliance
- Diligently protect confidential information, and assist the Bank in ensuring that all confidential and sensitive information is handled appropriately.
- Maintain an active awareness and understanding of policies, procedures, designated authorities, regulations, and laws, including but not limited to, the Bank Secrecy Act, Anti-Money Laundering Act, etc. Follow these at all times.
- Communicate openly with supervisors and other management about policies, procedures, work conduct, and job functions. Ask questions to clarify any uncertainty in issues.
- Address and report suspected violations of policy, procedure, Bank Secrecy Act, Anti-Money Laundering Act, and other laws and guidelines, as outlined in the Code of Conduct. Reported information will be kept confidential.
- Participate in training sessions and policy updates as necessary. Assist with coordination of scheduling as appropriate.
- Other
- Ability to work scheduled and other needed hours at the designated location(s)
- All Team Members should provide consistently positive, effective, helpful service to all customers, both internal and external.
- Assist other managers or Team Members as needed
- Management or Bank policy may revise, delete, or add responsibility as necessary
- Activity
- Ability to operate office equipment, telephones, and computers
- Ability to communicate fluently in English, in person, in writing, and on the computer
- Ability to hear, speak, and understand verbal communication
- Ability to read, write, count, and perform basic math functions
- Ability to move head, shoulders, neck, and arms freely (e.g. operation of office equipment)
- Ability to use manual dexterity and fine manipulation for operating a keyboard, using equipment, filing, etc.
- Ability to lift up to 15 pounds, grasp, reach, and pull
- Ability to think, remember, learn new information, and apply cognitive data to job functions
- Ability to assess and concentrate on mental and physical job tasks to see them to completion
Requirements
Qualification Requirements:
- High School diploma or equivalent
- General knowledge of accounting and understanding of the general ledger accounts and how they relate to invoices
- Strong analytical, written, and verbal communication skills
- Good organizational and prioritization skills with strong attention to detail
- Computer proficiency in MS Windows, Word, Excel, e-mail
Preferred Qualifications
- Associate’s degree in business-related field
- 2-4 years previous Accounts Payable experience
- Knowledge of vendor maintenance, including setting up new vendor information, obtaining W-9 and communicating to vendors
- Knowledge of banking regulations
- 2-3 years previous accounting experience.
Mountain Commerce Bank is an Equal Opportunity Employer
