Accounting Clerk

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Full Time Specialist The Sable, Chicago, IL, US

3 days ago Requisition

Salary Range: $26.00 To $28.00 Hourly

Job Summary

The Accounting Clerk is responsible for the accurate and timely execution of invoice processing, vendor management and payment processing and reconciliation across multiple platforms. Operating within a high-volume shared services environment, supporting multiple subsidiaries. This role ensures compliance with payment terms, internal controls, and banking requirements. The Accounting Clerk plays a key role in validating banking details, maintaining positive pay and ACH files, and supporting the finance department in issue resolution and escalation management.

This position requires strong financial systems knowledge, accuracy, a deep understanding of payment processes, and a commitment to service excellence and compliance.

Responsibilities:

Accounts Payable — Invoice Processing

• Review and verify vendor invoices for accuracy, pricing, and terms.
• Match invoices to purchase orders, receiving documents, and department approvals; resolve three-way match exceptions before entry.
• Review invoices for proper coding and assign codes to the correct GL account, department, and entity (Sable / Offshore / Lirica).
• Route invoices for approval and post all invoices in a timely manner.
• Maintain current filing of all paid vendor invoices.
• Follow up on missing invoices, statements, and pricing discrepancies.
• Respond to vendor inquiries regarding payment status.
• Maintain all vendor master files in current status, including W-9s, certificates of insurance, and appropriate 1099 information.
• Route all new vendor setups and vendor banking-detail changes to the Accounting Manager and Director of Finance for written approval prior to entry.

Accounts Payable — Payment Processing

• Produce weekly payment runs (checks, ACHs, and wires) with complete backup attached.
• Obtain required management approvals prior to release of any payment.
• Track payment deadlines, early-payment discount terms, and priority vendors.
• Prepare cash requirements as requested by management.

Accounts Payable — Reconciliation

• Maintain current reconciliation of vendor statements to the accounts payable ledger.
• Investigate discrepancies on past due invoices and possible duplicate invoices.
• Investigate and resolve all outstanding credits.
• Review open AP aging and identify accounts hovering past terms to the Accounting Manager.
• Assist in keeping the accounts payable subledger in balance to the general ledger.
• Prepare month-end payable accruals for review, including identification of goods received not invoiced.

General Cashier and Cash Control

• Count and reconcile daily cash drops from all outlets; verify cash envelopes against cashier reports.
• Prepare and record bank deposits for all operating accounts, ensuring timely and accurate deposit.
• Balance and issue petty cash funds and house banks; maintain due-backs and cashier accountability forms.
• Monitor and report on cashier over/short procedures and trends.
• Maintain cash handling logs and ensure compliance with property cash control procedures.
• Support month-end house bank and petty cash counts, performed jointly with or verified by the Accounting Manager.

Credit Card, Settlement, and Chargebacks

• Reconcile daily credit card batches between the PMS/POS systems and settlement reports; escalate variances same day.
• Verify settlements transmit correctly and follow up on pending or failed batches.
• Investigate and promptly respond to chargeback inquiries; maintain the chargeback log and supporting documentation.
• Assemble and submit rebuttal documentation within processor deadlines using guest folios, signed registration cards, authorization forms, POS receipts, and PMS transaction history.
• Coordinate with Front Office, Sales, and outlet management to obtain supporting documents.
• Track dispute trends and recurring operational causes; report significant chargebacks to the Accounting Manager.

Accounts Receivable and Guest Ledger

• Ensure the hotel’s Guest, City, and Advance Deposit…