Accounting Clerk AP/AR

Westin Chicago North Shore•Wheeling, IL

2d•Onsite

About The Position

Responsible for posting and general accounting of revenues, processing vendor invoices, and journal entry preparation. This role involves monitoring master accounts, preparing and posting city ledger adjustments, and preparing and mailing invoices. The clerk will also research and respond to credit card inquiries and chargebacks, transmit travel agent disbursements and commission inquiries, and handle credit and food and beverage batches. Additionally, the position involves auditing, applying, researching, and refunding advance deposits, managing credit balances on individual accounts, maintaining inter-hotel accounts, and processing certificate billings. The role requires maintaining accurate records, files, reports, and contracts, producing effective correspondence, protecting confidentiality, handling clients and guests professionally, and utilizing computer systems for analysis and reporting. Recording and distributing meeting notes are also part of the responsibilities. Supportive functions may include assisting with accounting office issues and providing administrative support, with the specific allocation of time determined by management based on hotel requirements.

Requirements

Must be able to speak, read, write and understand the primary language(s) used in the workplace.
Must be able to read and write to facilitate the communication process.
Requires good communication skills, both verbal and written.
Thorough knowledge of computer processing system and ability to manually perform these operations if necessary.
Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.
Must be able to handle a high workload volume with organization and control.
Ability to solve problems and make rational decisions.
Must possess a high level of accuracy and neatness.
Must be able to sit at a desk for up to 8 hours per day.
Must be able to lift up to 15 lbs. occasionally.
Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
Requires manual dexterity to use and operate all necessary equipment.
Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

Responsibilities

Monitor master account from check-in through checkout, ensuring correctness of billing.
Prepare and post city ledger adjustment as needed.
Prepare and mail invoices and individual travel voucher accounts with proper documentation in the same day as they transferred to Accounts Receivable.
Schedule daily bill review with on-site group contacts whenever possible.
Prepare group codes and open masters for all unassigned groups on daily event order.
Research and respond to all credit card inquiries and charge backs within time limits set by credit card companies, processing the necessary adjustments when required.
Transmit travel agent disbursements on a weekly basis, ensuring the accuracy of the file prior to transmittal.
Research and respond to all individual travel agent commission inquiries in a timely manner.
Transmit credit and food and beverage batches to credit card companies for payment.
Ensure proper transmittal of debit batches to credit card companies.
Prepare adjustments to reflect receipt of payments from credit card companies upon notification from the bank.
Prepare deposit list for cash and check receipts.
Process weekly the account management software credit approval report.
Enter credit approvals into account management software.
Handle credit card charges for all ancillary billings (electrical, delivery, parking, etc.).
Clear all “wash-through” accounts in a timely manner.
Audit, apply, research and refund or take as income all advance deposits on individual reservations.
Handle all credit balances on individual accounts.
Maintain inter-hotel accounts, including billing, posting, and identifying payments.
Process and collect certificate billings.
Respond to guest questions or problems in a timely, professional manner.
Maintain accurate records, files, reports, contracts, etc.
Produce reports and correspondence that are effective, appropriate for the audience, and grammatically and technically accurate.
Protect confidentiality of all relevant information.
Effectively handle clients and guests on the phone by practicing proper phone skills.
Effectively use computer systems and software to analyze information, produce reports and correspondence.
Record, type and distribute meeting notes.
Assist with accounting office issues.
Provide administrative support.