Accounts Payable Clerk

The Academy of Magical Arts (home of the world-famous Magic Castle) is the most unique private clubhouse in the world. Our organization promotes the art of magic, encourages fellowship and maintains the highest ethical standards. We provide a friendly, inspiring environment where members and their guests can enjoy the art and each other's company, not to mention amazing food and libations. Our goals are to advance the art and promote a positive image of magic and magicians worldwide.

We're looking for a FT Accounts Payable Clerk.   The AP Clerk maintains exact records of accounts payable; reconciles accounts payable with invoices, purchase orders and expense reports; processes, writes and issues all invoices and check requests for payments on accounts; and  keeps track daily of operating and capital account balances, process cash payroll and prepare payroll and cash deposits.

QUALIFICATIONS and RESPONSIBILITIES

Duties include but are not limited to the following:

• Collects and files invoices.
• Files payables until paid.
• Audits vendor invoices; assures that all invoices have been approved for payment by the appropriate manager.
• Posts invoices to proper accounts.
• Makes and records daily cash deposits.
• Prepares daily deposit from checks received by mail and club drop box.
• Processes all food and beverage and other invoices by attaching Purchase Orders when required and sends to appropriate managers for approval. Upon approval verifies coding and batch for Controller’s approval; input for payment.
• Prepares and maintains weekly purchasing reports by departments.
• Audits inventories.
• Purchases and maintains office supplies.
• Prepares accurate weekly cash flow reports.
• Deposits all federal, state and municipal tax payments on a timely basis.
• Compiles and maintains credit applications for vendors.
• Balances petty cash and operating cash funds; reports deficiencies or surpluses to Controller.
• Processes check runs and cuts manual checks as required.
• Assists Controller in preparing month-end financial statements.
• Processes all bills for final payment; provides checks with supporting documentation
• for signing by Controller.
• Ensures that club policy on obtaining proper authorization signatures is followed.
• Manages all credit memos to assure that no incorrect charges are paid.
• Word processes reports.
• Assists with clerical work in the Accounting Department.
• Maintains vendor contact records.
• Maintains cash bank for authorized payments to caddies, members and others.
• Reconciles vendors’ statements to assure that all invoices are accounted for.
• Interacts with department heads regarding credit memos and invoice problems.
• Maintains equipment contact files and warranty agreements.
• Maintains cellular phone program for all individuals on the system; researches areas for improvements and cost savings.
• Attends departmental and club training meetings.
• Completes other appropriate assignments made by the Controller.
• Assisting the accounting manager as needed.

Minimum Qualifications and Skill Requirements:

• High School diploma or equivalent (GED). Associate’s degree in Accounting, Finance, Business or related field preferred or two years of accounts payable-related experience and/or training or equivalent combination of education and experience.
• Must have PC computer skills in Windows.

KEY COMPETENCIES:

• Able to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
• Basic knowledge to process documentation required to pay invoices.
• Ability to operate computer and other general office equipment.
• Familiarity with generally accepted accounting principles.
• Knowledge of and ability to perform required role during emergency situations.

PHYSICAL DEMANDS:

• Must be able to reach, bend, stoop, stand, and lift up to 40 pounds.
• Must be able to sit for prolonged periods of time.
• Moderate noise level in the work environment.

Job Offers are conditioned to (a) satisfactory completion of and outcomes of a criminal background screening; (b) verification of identity and legal authorization to work in the United States.

The Academy of Magical Arts is an Equal Opportunity Employer.

EOE/AA/Disabled/Veteran