DUCK INN INC.
This is advanced clerical work involving the preparation of accounts payable, accounts receivable, and payroll. The AP/AR/Payroll Clerk reports to the Board of Directors and is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures and preparing and monitoring the payroll system. Providing these services in an effective and efficient manner will ensure that Duck Inn Inc. finances are accurate and up to date, that staff are paid in a timely and appropriate manner and that vendors and suppliers are paid within established time limits.
Please review the list of responsibilities and qualifications. Although this is our preferred list, we will also consider candidates with relevant experience and ability, even if they lack some qualifications.
-
Handle daily accounts payable tasks to keep Duck Inn Inc. finances accurate and up to date.
-
Receive and verify invoices and requisitions for goods and services.
-
Confirm that all transactions follow financial policies and procedures.
-
Monitor vendor payments, track potential discounts, verify federal ID numbers, and regularly reconcile vendor accounts with monthly statements.
-
Prepare invoice batches for data entry, process payments, schedule checks, and resolve any purchase order or payment discrepancies.
-
Make sure credits are received for outstanding memos and issue stop-payments or amendments when needed.
-
Maintain accounting ledgers by confirming and posting transactions.
-
Process backup reports after data entry.
-
Record checks and prepare for mailing.
-
Disburse petty cash while keeping accurate records and verifying documentation.
-
Continuously update professional knowledge through training opportunities.
-
Keep accounts payable listings and general ledger current, update vendor files and W9s, and handle 1099 generation and management.
ACCOUNTS RECEIVABLE
-
Processing customer payments, refunds, and adjustments.
-
Reconciling customer accounts and identify discrepancies.
-
Maintaining accurate customer files, including invoices and payment records.
-
Research and resolve customer inquiries.
-
Process monthly accounts receivable statements and prepare for mailing.
PAYROLL
-
Carry out payroll functions to ensure timely and accurate staff payment.
-
Process paperwork for new hires, enter employee data into the payroll system, and maintain confidential employee files.
-
Manage employee forms like W4s, Federal Form I-9, and MW-4, and insurance enrollments.
-
Calculate salaries, benefits, check timesheets, and wage calculations for errors.
-
Confirm pay amounts, hours, and deductions, enter adjustments as needed for errors or retroactive changes.
-
Batch and enter payroll data, distribute ACH files and paycheck stubs.
-
Prepare and remit source deductions and payroll taxes.
-
Update employee information records as necessary.
-
Provide administrative support to enable efficient office operations, maintain organized financial document filing systems, and safeguard confidentiality for all financial and employee files.
-
Record employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records.
-
Updates job knowledge by participating in educational opportunities
-
Organize or destroy records according to retention laws and comply with unclaimed property reporting requirements.
-
Process payroll quarterly reports, such as Form 941, UI-5, and annual reports 940, W-2/W-3.
-
Perform other related duties as required.
QUALIFICATIONS
Education, Training and Experience: Graduation from a standard high school or GED, three (3) years full-time experience in payroll, accounts payable and data processing. Experience using a computer-based software payroll and accounting systems. Typing, 10-key proficiency and computer literacy. Associate's degree in accounting/bookkeeping preferred.
-
Experience with QuickBooks Desktop/Enterprise financial systems including implementation and updating of system applications
-
Ability to manage multiple priorities with a focus on detail
-
Strong accuracy in numbers coding
-
Ability to @type on computer and use 10 key calculators
-
Excellent communication in both written and oral communication
SPECIAL REQUIREMENTS
Ability to operate a motor vehicle and perform off-site errands (e.g. bank and post office) as an essential function of the position, with or without reasonable accommodations. Must possess a valid driver's license or otherwise meet the requirements to legally operate a motor vehicle.
KNOWLEDGE, SKILLS AND ABILITIES
Proficient knowledge of payroll and purchasing policies, procedures and practices; knowledge of accounting principles, accounts payable and maintaining general ledgers.
-
Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
-
Ability to maintain confidentiality concerning financial and employee files.
-
Knowledge of computer software operations including proficiency in Microsoft Word and Excel.
-
Knowledge of office terminology, equipment, practices and procedures.
-
Ability to process a large volume of accounts payable/payroll rapidly and accurately.
-
Ability to understand and follow complex, oral and written instructions.
-
Ability to prepare and maintain payroll and vendor files.
-
Ability to establish and maintain vendor relationships.
-
Ability to identify errors and take corrective action.
-
Ability to read computer printouts; ability to communicate effectively.
-
Ability to perform duties with limited supervision.
-
Ability to meet time sensitive deadlines.
-
Knowledge of arithmetic, algebra, statistics, and their applications.
-
Basic knowledge of accounting principles and practices.
-
Knowledge of Federal and State payroll laws.
-
Demonstrate the following skills: excellent interpersonal skills.
-
Bookkeeping skills; analytical and problem-solving skills; decision making skills.
-
Effective verbal and listening communication skills.
-
Attention to detail and high level of accuracy.
-
Very effective organizational skills and ability to prioritize.
-
Effective written communication skills.
-
Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs, and e-mail at a highly proficient level.
-
Stress management skills.
-
Time management skills.
-
Be honest and trustworthy; be respectful; be flexible.
-
Demonstrate sound work ethics.
-
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
PHYSICAL DEMANDS
-
Must be able to sit for a prolonged period, @type, bend/stoop, reach above shoulders, kneel, push, pull, squat, lift and carry up to 25 pounds.
-
Ability to see and hear adequately to perform job duties, with or without corrective devices.
WORK ENVIRONMENT
-
Work is performed inside an office setting.
HOURS WORKED
-
Monday through Friday 8:00 am to 4:00 pm/or 9:00 am - 5:00pm in the office unless duties require you to be away from assigned workstation.
SALARY AND BENEFITS
-
Competitive wage
-
Medical, Dental and Vision
-
Discretionary bonuses may be available based on individual performance and overall company performance.
-
A fuel allowance may be provided based on job duties and business needs.
-
Paid Time Off
-
Use of pool, spa, fitness at hotel
-
Discounted hotel stays
-
Discounted meal benefit
Employment is contingent upon successful completion of a background check in accordance with applicable law.
EQUAL EMPLOYMENT OPPORTUNITY
Our corporation maintains a policy of equal employment opportunity for all employees and qualified applicants for employment without regard race, color, religion, creed, national origin, ancestry, age, disability, sex (including pregnancy, sexual orientation, and gender identity), genetic information, veteran status, marital or familial status or any other characteristic protected by applicable federal, state, or local laws.
Applicants who require reasonable accommodation to complete the application or interview process may notify the employer. Reasonable accommodations will be provided in accordance with applicable law.
Is this a registered apprenticeship?
False
Place of Work
On-site
Requisition ID
Management
Job Type
Full Time
Application Instructions
Please send resume, and completed job application to:
duckinninc@gmail.com
or Mail to:
PO Box 1430
Havre, MT 59501
