Position: Accounting Clerk

Position:  Accounting Clerk Report To:  Accounting Director
Department:  Accounting FLSA Status:  Non-Exempt

Job Summary

The individual in this position is responsible for performing a variety of duties to ensure all accounting functions are completed properly and efficiently.  Some of these duties involve cash handling, recording invoices, accurate coding of documents, maintaining W-9 records, and auditing cash registers.  In addition, the individual in this position is responsible for complying with all federal and state regulations, along with understanding and following all hotel policies and procedures.

Responsibilities and Duties

The responsibilities and duties of the accounting clerk are divided into three main functional areas:

Accounting Activities

  • Processes and records all cash, checks, and vouchers received daily
  • Responsible for preparing and delivering money to the bank daily
  • Maintains accurate W-9 records
  • Ensures daily cash is accurately balanced
  • Responsible for completing banks for the food and beverage department
  • Ensures cash handling procedures are being properly followed
  • Responsible for recording any cash shortages from TEN and Bernie’s Diner servers
  • Communicates with vendors on payment questions and regarding any missing invoices
  • Responsible for reconciling and reporting any discrepancies found
  • Ensures all invoices are accurately coded according to the chart of accounts
  • Other responsibilities and duties as assigned

Auditing Activities

  • Responsible for auditing registers in TEN, Bernie’s Diner, the Boutique, and the Front Desk
  • Conducts audits on inventories and/or supervises inventories
  • Oversees and assists with alcohol and food deliveries
  • Other responsibilities and duties as assigned

Data Entry

  • Operates computer programs with accounting software to store, record, and analyze information
  • Responsible for recording debit, credit, and total accounts on spreadsheets and databases within specified software
  • Ensures invoices are entered in the proper payment period
  • Responsible for completing routine office tasks and filing
  • Other responsibilities and duties as assigned

Tools and Equipment Used

  • Computer
  • Copier/Printer
  • Calculator
  • Hole-punch
  • Telephone
  • Keys
  • Money Safe
  • Office Supplies

Job Context

The accounting clerk spends the majority of the day in a stationary position.  Any physical demands will involve walking up and down stairwells, with some lifting and carrying.  Must be able to lift and carry a minimum of 30 lbs.  The workday is spent in a climate-controlled office with one coworker.  Work hours are Monday-Friday from 8:00 a.m. to 5:00 p.m.  Employees working six or more hours in one shift will receive a paid half hour lunch.  No weekend or holiday work is required.  Overtime may occur during certain times of the year.  Stress is usually low, but can become moderate when dealing with an influx of job responsibilities during certain times of the year.

Job Specifications

Upon hire, the accounting clerk must:

  • Have a high school diploma or general education degree (GED)
  • Have knowledge of Microsoft Excel and other basic computer skills
  • Operate 10-key calculators
  • Have cash handling experience (preferred)
  • Have mathematical skills
  • Possess good communication skills
  • Have attention for detail
  • Have the ability to work independently
  • Be able to problem solve and have critical thinking skills
  • Have the ability to handle high-pressure situations
  • Be able to keep a professional appearance at all times
  • Possess the willingness to learn

After hire, the accounting clerk must:

  • Learn and understand federal and state regulations
  • Learn and understand the expectations of the hotel (policies and procedures)
  • Become fluent in cash handling
  • Learn and understand all software (POS and Accounting)
  • Learn W-9 processing
  • Learn to code invoices properly
  • Become proficient in communicating with all vendors and coworkers