Accounting Clerk

· Processing all incoming invoices through the TimberScan system.

§ Take over the accounts email, move invoices into TimberScan.

§ OH invoices-check for prior month history, GL coding.

§ Project invoices-check for PO/Contracts in Procore, DUPLICATES (subs LOVE to resend invoices) and Change Orders.

§ Process big ticket CC “paid” invoices through TimberScan via SOP set up.

§ Set up new users, workflows, etc.

· Collection, processing & posting of receipts for Capital One and Home Depot credit cards.

§ Home Depot receipts sent to accounts email. Can print and put in folder for PM job costing or collect weekly from Supers. Statements come in the first week of the month, all receipts must be posted by the date the Controller closes month.

§ Capital One-Receipts need to be turned into AP each week (job & cost code OR GL code) Job receipts to PMs in weekly folder. 2-3 days to turnaround.

§ Each week log into Capital One website and get current charges.

§ Enter these receipts into SAGE. Receipts get scanned, saved in folders on Server and attached when loaded into sage.

§ Make sure the “reconciliation” is done/all receipts entered and to Controller by 21st. All monthly receipts are to be entered by the date of month end close.

§ Print receipts for Controller/Project Account to assist with Owner Billing **

· Assistance in Monitoring ACH payments in Willoughby Bank Account and Monthly OH Credit Card Payments

§ Logging into First Republic/Chase to clear any pending ACH’s.

§ Making sure that any new “accounts” are set up as ACH vendors in Chase and are good to clear. Researching issues that prevent ACH’s from clearing.

· Lien Releases and NTO logs

§ NTO’s are scanned and saved in project file folders along with the executed Releases. In Sage, there is a section in the Project set up where we track the NTO’s that come in and when finals are received.

§ Lien Releases are done when the check run is done. It is an option in the check printing function. Saved to PDF’s (both partial and finals) then when the signed checks are ready to go out, the ROL’s are updated and emailed to your Subs.

· Setting up new vendors/Collecting W9’s

· Assistance with weekly check runs; printing reports & entering bank.

§ Print out weekly AP report, both “master” and job specific. Update Cash hold worksheet for each project and distribute to each PM. Let them know if anyone has asked on payment status, make note if PM has asked you to cut a check this week or flag something NEEDS to be paid.

§ Select vendors – when warnings come up about expired COI’s send email out to those Subs/Vendors. I put a sticky note on the check to remind myself NOT to release the check until the new COI is in.

§ Scanning copies of checks to upload into TimberScan (SOP on check run, scanning and loading into TimberScan)

§ Enter check information into Chase security online.

§ See above for ROL information.

· Assistance with monthly owner billing

§ Print copies of invoices, receipts

§ Assist with job costing.

· Assistance with job cost reporting

§ Print Job Cost Journals, Committed Cost Reports

§ Attending Job Cost meetings, assisting with scheduling meetings and taking notes.

§ Assist with job costing.

· Insurance Certificates

§ With the weekly check runs, I am finding insurance certs that are not in compliance. It is fallen on accounting’s shoulders to make sure we have corrected and up to date COI’s, I send an email with the COI template to the Sub and request to release their check.

· Miscellaneous

§ Assist and take over setting up online accounts such as Comcast, FPL, etc. update passwords, billing information, make sure ACH information is correct.

§ 354 Invoices