Accounts Payable Clerk - Rancho Dominguez, CA

Details: Pilot Thomas Logistics is the largest provider of fuels, chemicals and lubricants to oil and gas drilling and exploration sites in North America. PTL is a single-source solution that partners with customers on a 24/7 basis with a fleet of more than 1,400 units operating in all six of the active oil and gas exploration basins in the United States. Accounts Payable Clerk - Rancho Dominguez, CA The A/P Clerk is responsible for verifying the accuracy, completeness, and approval documentation of invoices involving purchase orders, bill of ladings, new vendors, large and/or complex orders as well as designated service orders. Enters invoice data into Accounts Payable computer system. Files and maintains purchase orders (PO's), bill of ladings (BOL's), and general payables disbursements. A/P Clerk will also be involved with manual and electronic check printing, doing the bi-weekley check run and processing the Vendor Electronic Fund Transfers. Essential Duties & Responsibilites Processes Company invoices from various departments, invoices related to service orders and contract numbers. Sort's invoices separating those with approval documentation from those without that are received directly from vendors. Prepares approved invoices into batch groups for data entry. Sorts purchase orders, bill of ladings, and invoices, and forwards designated copies to appropriate departments. Secures approval signatures for invoices in order to process for payment. Runs calculator tape of invoice dollar totals and attaches to batch entry form. Accumulates invoices received directly from vendors and matches to receiving records. Verifies that invoice charges correspond to PO prices. Calculates any applicable discounts and corrects any total as necessary. Confirms that invoice items conform to PO items. Applies use tax, if applicable. Notifies Purchasing of any discrepancies discovered. Assesses accounts payable software to obtain vendor numbers for individual invoices. Also checks invoice codings for accuracy. Enters batch invoices into the computer system. Verifies dollar total of batch to system calculated total. Audits batched invoices entered by other group members. Returns audited documents with discrepancies to originator. Notices authorized approvers of invoices with missing receiving records or payment signatures within a specified trace period. Analyzes and checks employee expense reports. Each expense report is checked for approval, receipts, and that it meets all expense report guidelines. All reported expenses are reconciled against submitted receipts. Communicates with employee about any missing receipts and/or approval. If necessary makes journal entries to adjustments not declared, prepared charges and credit charges affecting individual expense reports. Responds to phone calls from vendors and Company employees regarding the payment status of invoices. Creates invoice payment selections for payment and runs electronic and manual checks, and records Vendor Electric Funds Transfers. Prepares and matches vouchers as necessary, with manual checks drawn for the day. Files all checks with proper backups. Education and Work Experience Qualifications High School Diploma / GED Associates Degree 2+ year's progressively responsible experience in similar position Must be able to function independently and work with minimal supervision. Basic accounting procedures and terminology with particular emphasis on accounts payables. 10-key by touch. General office procedures and filing systems. Automated accounting system. G/L or A/R experience preferred. Customer service background and demonstrated ability to investigate and resolve problems. Able to interface effectively with multiple authority levels and to manage work load with minimal supervision.
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