The Charles NYC

Accounts Receivable and Payable Clerk

Part-Time in United States - Remote OK - Mid Level - Finance and Operations

PART-TIME (15-20 hours per week)

The Charles New York office is seeking an Accounts Receivable and Payable clerk to assist the finance, operations, and project management team with project invoicing and milestone analysis/review and approvals for invoicing as well as accounts payable review and approvals with team, and generation of Projects within Quickbooks, custom reports, PO’s and estimates where needed. You must be highly adept at learning on the fly, and have long-standing experience using digital software and online digital tools, easily incorporating and reviewing new and advantageous tools into our process and systems.

You must have a deep knowledge of bookkeeping and be comfortable working with our head-bookkeeper.

Alongside the skills listed below the ideal candidate should possess exceptional organizational skills and familiarity with a fast-paced, deadline oriented environment. Due to the nature of the work, the candidate must have meticulous attention to detail and able and eager to juggle multiple responsibilities. You will answer directly to the Director of Operations, CEO and CCO.

Obtains revenue and pays invoices by verifying and completing payable and receivable transactions, and interfaces with the Director of Operations across accounts, projects, milestones, changes in billing and scheduled check-in’s/updates to double-check if and when changes in invoicing will take place. Additionally on the A/P side understands the importance of planning and checking on upcoming expenses to generate purchase orders and then transition to bills once vendor bills are received. Is capable of generating custom non-posting reports to verify purchase orders in the overall status of the PnL.

A/R & A/P Clerk Responsibilities:

  • Understands and follows through on internal approval before contacting external clients with reminders so that communication is clear.
  • Independently checks on account information and is capable of independently generating tasks to update client records, add client information, vendor records, vendor information.
  • Understands finance broadly, project management and B2B invoicing and billing and ideally the advertising and creative industry.
  • Prepares work to be accomplished by gathering and sorting documents and related information.
  • Pays invoices by verifying transaction information; scheduling and preparing disbursements; obtaining authorization of payment.
  • Obtains revenue by verifying transaction information; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments.
  • Collects revenue by reminding delinquent accounts; notifying customers of insufficient payments.
  • Prepares financial reports by collecting, analyzing, and summarizing account information and trends.
  • Maintains accounting ledgers by posting account transactions when needed - will have the support of our bookkeeper who also maintains the ledger with posting transactions.
  • Verifies accounts by reconciling with projects, milestones and hours to bill in order to present new invoices for approval.
  • Resolves account discrepancies by investigating documentation; issuing stop payments, payments, or adjustments.
  • Maintains financial security by following internal accounting controls.
  • Secures financial information by completing data base backups.
  • Maintains financial historical records by filing accounting documents.
  • Contributes to team effort by accomplishing related results as needed.

Accounts Receivable Payable Clerk Skills and Qualifications:

Administrative Writing Skills, Organization, Data Entry Skills, General Math Skills, Financial Software, Analyzing Information , Attention to Detail, Thoroughness, Reporting Research Results, Verbal Communication

Purchase Order experience is ideal.

Must understand Quickbooks, and Bill.com

Utilizes the Projects function within Quickbooks.

Utilizes the Estimate function within quickbooks and Progressive Invoicing.