Accounts Payable Clerk

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Job Description: 

Welcome to A and F Distributing Corp. For over 15 years, we’ve delivered the freshest produce to an extensive customer base. We pride ourselves in our first-class customer service, with a fast and friendly sales team that will exceed your expectations. Our goal is to give our customers quality produce and tremendous value every day.
We are looking to add an Accounts Payable Clerk to our team. 

Being a family-owned and run business, our team is family. We offer a great work environment, and a competitive compensation package including health benefits.
The right candidate will be responsible for the full Accounts Payable Cycle. A strong candidate will be someone who takes pride and ownership of their function and rises to any challenge that may come their way. A successful candidate is someone who pays great attention to detail. That individual will need to be a self-starter who understands their role and all tasks that need to be completed in the timeframe that is required.

Responsibilities & Duties: 
  • Process 3 way matching for all purchase order.
  • Process 2 way matching for all non-purchase orders.
  • Batch and balance all Purchase Order invoices every morning from the day before; review product billed against Purchase Order entry in system; fax/email Vendor invoice with quantity or price discrepancies.
  • Reconcile vendor statements, identity erroneous invoices, research and correct discrepancies; request corrected invoices.
  • Obtain proper authorization for payment of all non-purchase orders.
  • Review A/P aging; select invoices to be paid and prioritize invoices according to Vendor terms to ensure prompt payment.
  • Run Profit and Loss reports for all purchase orders and review with company buyers.
  • Prepare and process weekly payment proposal; submit proposal to accounting manager; get funding amount; process check run/s and disburse payments according to allocated funding; prepare checks for mailing; drop mail at post office; purchase stamps at post office.
  • Monitor vendor accounts to ensure accounts are being paid as per vendor terms.
  • Answer all vendors phone calls; answer all inquiries concerning payment status, outstanding invoices, inquiries to discrepancies or disputed invoices and resolve in a timely fashion.
  • Respond to all emails from vendors concerning payment status, outstanding invoices, inquiries to discrepancies or disputed invoices and resolve in a timely fashion.
  • Process rejections in Purchase Order Entry in a timely fashion to ensure proper vendor payment.
  • Create and maintain Master Vendor Files; have knowledge of General Ledger codes to ensure a proper New Vendor set up; Obtain W-9 form from all new vendors; work with Food Safety Manager to ensure proper vendor packets are obtained from all new vendors.
  • Maintain A/P filing cabinet with all documentation in an orderly and organized manner.
  • Run an end of month A/P ledger; reconcile all purchase orders; ensure all Open Price purchase orders are priced.
  • Work with Management to ensure a successful closing to the end of month.
  • 1-3 years Accounts Payable Experience – Required
  • Basic math skills and reasoning skills - Required
  • Intermediate computer skills (Word, Excel, Outlook) – Preferred
  • Phone skills
  • Ten key by touch
  • Bi Lingual - English/Spanish –Preferred
  • Experience with Famous Software (preferred)
  • Experience with other produce software is a plus.
  • Must have organizational and analytical skills
  • Strong attention to detail
Ideal Candidate: 
Ethics – treat people with respect; inspires the trust of others; works with integrity and ethically; Upholds organizational values
Organizational Support – Follows policies and procedures
Motivation – demonstrates persistence and overcomes obstacles; measures self against standard of excellence
Planning/organizing – uses time efficiently
Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status and position; accepts responsibility for own actions; follows through on commitments
Quality – demonstrates accuracy and thoroughness; looks for ways to improve and promote quality of work within its department; applies feedback to improve performance
Adaptability – Adapts to changes in the work environment; able to deal with change, delays or unexpected events.
Attendance/punctuality – Is consistently at work and on time; arrives at meetings and appointments on time.
Dependability – follows instructions, responds to management direction; completes tasks on time or notifies appropriate person with an alternate plan; commits to overtime hours of work when necessary to reach company goals and End of Month closure
Initiative – asks for and offers help when needed
Troubleshoot – Must have ability to trouble shoot and resolve problems independently

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Our company is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state or federal law.

This policy applies with regard to all aspects of one’s employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.

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