SharePoint AP File Clerk

Job Summary: The File Clerk is responsible for uploading invoices and data into SharePoint. This position organizes, stores, and retrieves paper and electronic documents by gathering documentation from internal departments. Additionally, the File Clerk will perform a variety of administrative tasks and staff support duties.

The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions:

• Performs a full range of administrative support duties to ensure effective office and accounting process delivery.


• Loads invoices and distributes customer invoices, maintaining billing files and sales tax corrections as needed.


• Acts as liaison with internal departments and customers as needed and answers/resolves internal and external customer issues.


• Works with collections team to update customers and ensure collections within an established timeline.


• Processes and obtains manager approval on accounts receivable invoices, if applicable and assist with questions regarding accounts receivable customers.


• Maintains appropriate internal controls regarding documentation on the financial closure and records of financial documents with appropriate supporting materials and updates records as necessary.


• Ensures that files are up-to-date, accurate, and readily available throughout invoice lifecycle.


• Adheres to all deadlines and reporting requirements as set by management and/or rules and regulations.


• Assists with filing documents, memorandums, and other related communication as necessary and ensures all billing deadlines are met.


• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.


• Works safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.


• Performs other duties assigned.

Knowledge, Skills, and Abilities:

• Adherence to Generally Accepted Accounting Principles (GAAP) in decision making and problem solving.


• Proficient with computer programs and systems utilized by the company (DBS, Cat Systems, Excel, Microsoft Outlook, Documentum, Box, Monday Boards, SharePoint, etc.)


• Excel skills necessary for the preparation of sales commissions, review of suspense accounts.


• Ability to work with sales reps/managers on invoicing/commission differences.


• Strong research, problem solving and investigation skills.


• Interpersonal communication skills including both written and oral.


• Organizational, planning, multi-tasking, and time management skills.


• Ability to work independently and within a team in a deadline oriented, high-volume environment with emphasis on accuracy, thoroughness, and timeliness.

Education and Experience:

• High school diploma or equivalent required.


• General accounting, clerical and administrative knowledge required.


• One year of job-related experience required, three years or more preferred.


• ERP (Enterprise Resource Planning) system Sage business system experience preferred.

Supervisory Responsibilities:

• None

Travel:

• Travel may be required.

 Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.


• This role frequently communicates with others, must be able to exchange accurate information in these situations.


• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


• While performing the duties of this job, the employee is frequently required to sit, talk, listen, and use vision or corrected vision. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. Occasional lifting of up to 15 pounds may be necessary.

Work Environment:

• This job is generally performed in a professional office environment.


• Frequently works at fast pace with unscheduled interruptions.

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

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