Breckenridge Grand Vacations
  • Accounting - HOA
  • Breckenridge, CO, USA
  • DOE
  • Hourly
  • Full Time

Full Time Benefits Package

Job Title:               Accounts Payable & HOA Accounting Clerk
Division/Dept:        Finance / Accounting
Reports To:           HOA Controller
FLSA Status:         Non-Exempt
WC Code:              9012
EEO Code:            Administrative Support Worker

SUMMARY:  This position provides assistance and support for the automated accounts payable (AP) system, the automated employee reimbursement system, and the accounting purchase order (PO) software.  In addition to accurately processing invoices this position is also responsible to distribute payments, update invoices and AP batches in the accounting software, re-route or process received HOA payments, prepare journal entries, manage lease and loan payments, collect, record and maintain W-9's and Vendor Packets, generate 1099's and complete year end reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Including but not limited to: 

  • Provide assistance with the automated accounts payable system.
  • Follow procedures & implement process improvements for the automated accounts payable system with the other accounts payable staff.
  • Process approved invoices for timely payment in weekly check runs.
  • Scrutinize and utilize due dates so that invoices are not paid early.
  • Utilize all available discounts for the Company's benefit.
  • Review account codes for reasonableness and consistency.
  • Review company PO software for invoices.
  • Research and resolve any disputes, odd or delinquent items on vendor statements.
  • Strive to keep finance charges to a minimum.
  • Distribute payment checks according to the instructions on the invoice or check request; ensure appropriate remittance information is mailed with the payments.
  • Verify that all invoices and A/P batches are updated in company accounting software.
  • Provide assistance with automated employee reimbursement system including Diners and personal reimbursements.
  • Be aware of consistent monthly expenses and whether they have been submitted by month-end.
  • Coordinate the accrual of amounts pertaining to month end, with the managers, when the billing has not been received.
  • Provide support and ensure all departments are utilizing the company PO system.
  • Prepare journal entries for inter-company coding, re-classes and mis-postings.
  • Assist managers in their research in new accounts and payment of invoices.
  • Manage lease and loan payments according to schedule.
  • Manage the return of receipts for expense reimbursements and advances.
  • Collect appropriate W-9 and Mandatory Vendor Packets for any services purchased.
  • Enter W-9 vendor information accurately to generate 1099s.
  • Maintain up-to-date W-9's, for all vendors and independent contractors, in Laser fiche.
  • Maintain current and accurate filing to facilitate productive research.
  • Complete 1099 reporting at year end.
  • Uphold Hospitality Standards, Company Core Standards and Department Core Standards and observe Company policies and procedures.
  • Be the "End of the Line" and resolve every situation inherited, not passing it along, whenever possible.
  • Follow up on any situation that is not fully resolved at the time of the initial request always giving consideration to what the guest or owner deems appropriate.
  • Respond promptly to all email and voicemail correspondence.
  • Maintain a positive working relationship with all contacts, always being helpful and courteous.
  • Adhere to Company appearance standards at all times and wear name badge when required.
  • Attend and participate in company training sessions and department staff meetings

MARGINAL DUTIES:  Functions that are not considered essential to the job: 

  • Perform other duties as assigned.
  • Follow Company guidelines for environmental sustainability practices (recycling, composting and conserving resources) and participate in the Company's sustainability initiatives.

QUALIFICATIONS:  To perform this job successfully this position must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

COMPETENCIES / SKILLS / ATTRIBUTES:  To perform the job successfully an individual should possess the following competencies, skills and attributes:  Possess strong organizational and time management skills * Demonstrate exceptional communication and listening skills * Provide exceptional customer service and anticipate needs * Manage competing demands * Maintain expert knowledge and understanding of all computer programs and product knowledge applicable to the position * Adapt to changes in the work environment * Utilize feedback and use intuition and experience to improve upon work flows and procedures * Take initiative and perform tasks without being asked * Pay attention to detail and demonstrate accuracy and thoroughness * Give and receive feedback and ask for clarification when necessary * Treat people with respect and consideration * Ask for and offer help when needed * Approach others in a tactful manner * Remain calm and empathetic in situations that can be challenging * Identify and resolve problems in a timely manner, develop alternative solutions * Meet challenges with resourcefulness * Analyze information skillfully * Pursue training and development opportunities * Support the team's effort to succeed by giving and welcoming feedback, building morale and contributing a positive team spirit * Stay informed on the company, home department and Timeshare Industry * Strive to build knowledge and skills, sharing expertise with others * Use equipment and materials properly * Observe safety procedures and report potentially unsafe conditions. 

EDUCATION / EXPERIENCE:  Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or combination of education and experience. 

COMPUTER EXPERIENCE:  Ability to operate office machines such as copier, fax, scanner, phone and calculator.  Intermediate knowledge and experience with Microsoft Office programs such as Outlook, Word, and Excel with a minimum of 1 year experience with these programs.  Knowledge of the internet and the ability to navigate it.  Able to type and ten key by touch.  Ability to type on a keyboard by touch, operate a personal computer and accurately record time worked in the correct department using the Company time keeping system. 

LANGUAGE ABILITYAbility to speak, read, write and interpret in English.  Ability to read and interpret business correspondence, government documents, instructions, legal documents, memos, procedures and reports.  Ability to write business correspondence, memos, procedures and reports.  Ability to speak effectively and present information to owners, other employees of the organization and outside vendors and agencies. 

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to calculate figures and amounts such as commissions, discounts, interest, percentages, rates.  Ability to apply concepts of basic algebra. 

REASONING ABILITY:  Ability to apply common sense understanding to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. 

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

  • Perform repetitive motions of the arms, elbows, wrists, hands and fingers over 2/3 of the time.
  • Use arms, hands and fingers to handle, grasp and reach over 2/3 of the time.
  • Sit and work at a computer terminal over 2/3 of the time.
  • Speak and listen within the office and over the telephone between 1/3 and 2/3 of the time.
  • Stand, walk, stoop, kneel, crouch or crawl under 1/3 of the time.
  • Push against something, with steady force, using upper extremities to thrust forward, downward or outward under 1/3 of the time.
  • Pull using upper extremities to exert force to draw, haul or tug objects in sustained motion under 1/3 of the time.
  • Lift between 10 -25 pounds under 1/3 of the time.
  • Requires close, distance, color and peripheral vision, close visual acuity and depth perception.

WORK ENVIRONMENT:  The environmental conditions the employee will have exposure to: 

  • Office or administrative environment in a cubicle setting over 2/3 of time.
  • Pets and pet dander while working in the pet friendly office.
  • Moderate noise.
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