Accounts Payable / General Cashier

General Description:

The Accounts Payable/ General Cashier will complete the day-to-day payables and cashiers' duties. Including, but not limited to the below:

Job Duties:

Accounts Payable

• Assists in answering vendor inquiries.
• Prints all accounts payable reports and maintains all accounts payable files, as needed.
• Process invoice for input, approval and payment.
• Post daily A/P invoices, within 24 hours of receipt of vendor invoice.
• Ensuring timely payments of vendor invoices and expense vouchers.
• Ensure that invoices are posted timely for accounts selected to take prompt pay discounts.
• 3-way matching: check vendor invoices and expense vouchers.
• Ensure all backup is included in 3-way matching such as inventory sheets, par sheets, quotes, or email approvals.
• Review and maintain vendor aging reports and cash disbursement reports.
• File A/P invoices in anticipation of and preparation for payment.
• Prepare weekly accounts payable check run including any needed Capital check items by Wednesday of each week.
• Gathering and analyzing Accounts Payable data to prepare reports for management.
• Meeting deadlines, completing work with attention to detail, accuracy, and follow-up.
• Interacting with other departments, vendors and management in a pleasant professional manner.
• Maintain all accounts payable invoice files, including filing invoices and supporting documents and archiving old files as needed.
• Review all accounts payable aging on a weekly basis with Controller.
• Review PO log aging on a weekly basis reviewing outstanding POs with Department Heads.
• Any other task management deems necessary to operate the hotel and restaurants.
• Email weekly General Ledger expense reports to all department heads.
• Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.
• Mail
  • Stamp all correspondence appropriately, based on type of postage required.
  • International rates, certified, weight, etc.
  • Maintain file of all certified receipts and the return notice.
  • Certified mail receipts pertaining to employees must be returned to payroll.
  • Return all undeliverable mail to the appropriate department.
  • Reviews the Purchasing / PO processes per Company Policy.
  • Maintain Departmental Decline Worksheets (Check Books)
  • Verifies that purchases are within established PARs and any and all company established policies.
  • Controls variances.
  • Maintain monthly costs as established per budget for the current month / year.
  • Reconcile purchases and payables to maintain costs.
  • Maintain and coordinate the monthly inventory counts and reporting.
  • Coordinate and conduct inventory counts with departments on a monthly basis.
  • Complete beverage costs with recent inventory counts, revenues, purchases, etc.
  • Maintain purchases of Assets on inventory sheets.
  • Maintain Contract Binder.
  • Maintain Warranty Binder.
  • Maintain Vendor / Contractor Insurance and W9 binder.

General Cashier

• Prepare, reconcile and report on a daily basis the cash dropped by employees.
• Create written warnings for employees exceeding $10 in shortage based on the Opera report vs. the actual amount dropped on a daily basis. Give these warnings to the manager of the employee.
• Prepare bank deposits for pick up as scheduled.
• Prepare and distribute “Due Backs” to employees/managers.
• Conduct Staff Bank Audits no less than once a month at month end. May be required to audit more often.
• Submit monthly bank audits as directed.

  • General Accounting Duties

  • Become familiar with tasks and procedures within the accounting department.

  • May be assigned specific tasks as needed. These tasks are to be performed according to documented policies and procedures.

  • Provide support and backup for all accounting functions.

  • Reconcile your cashiering bank balance with your house funds account (1080-00).  Must be in balance.

  • Any other task management deems necessary to operate the hotel and restaurants.

  • Follow all policies and procedures as documented and provided in the Employee Manual.

  • Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.

Physical requirements

While performing the duties of this job it may require to:

• Sit, stand, walk, stoop, kneel, crouch, or crawl occasionally.
• Frequently use fingers and hands for keyboard and arms to reach.

Education Requirements:

• College degree in Accounting/Finance preferred.
• 1 - 2 years with cashiering/accounting experience.
• Highly organized. Attentive to details, intermediate math skills.
• Able to interact with customers/employees in a professional and thoughtful manner.
• Team player with willingness to help where needed. 
• 10-key, Excel, Word, Opera.

*The company’s employment policy is “at-will”.  Under the “at-will” policy, neither you nor the company is committed to continuing the employment relationship for any specific term.  (Refer to employee handbook for details).