Hybrid Cashier bei Great Bay Distributors Inc

Description

Summary: Verify the accuracy of all route accounting check deposits and assist administrative department with miscellaneous clerical duties.

Essential Duties and Responsibilities

• Reconcile routes as drivers return daily. This includes scanning checks, organizing paperwork, and ensuring all is included in the proper order, recording the information in the JP Morgan app, Excel spreadsheet, and closing and/or editing the route in the VIP database, then filing/storing route paperwork. 
• Reconcile bulk route packets (3-7 per day, depending on the day). QC on all documents to ensure the store DSDs match our internal invoices on quantity and pricing. This includes finding price variances and correcting pricing in the VIP database (non-alcohol) or reporting to respective KAM (alcohol). Then, preparing documents for scanning. 
• Collection and verification of 7 Eleven exception reports and Winn Dixie DSDs from drivers. This includes 7 Eleven invoices requiring money order payments. Each one must be verified as being a correct match to the invoice, a correct count of product and cost, and the Accounting Specialist must ensure that all required documentation is successfully received each day. If there are missing documents, the Accounting Specialist is responsible to coordinate the collection of the needed documents with the drivers and/or Service Supervisors. 
• Ensure all Dock Sales (Hot Shots) are turned in each day by 6:00PM. This includes calling the Sales Reps if the documents are not turned in by 3:00PM, as a reminder that they are due. Follow up with Sales VP if no invoice is received after taking these steps. 
• Create summary reports. Daily summaries of the collection of payments, variances, write-offs, missing checks, refunds due to customers and non-cod deposits. 
• Conduct daily electronic deposit of previous day’s collection. Prior to starting the daily routes, it is vital that the prior day’s checks are deposited through our electronic portal with JP Morgan. The Accounting Specialist will use the JP Morgan application online with our Excel daily deposit spreadsheet to ensure all funds from the prior day’s collection are captured and released to our Master Account each day prior to starting the new day’s scans. 
• Conduct daily pallet count verification and file documentation. Ensure that the pallet count has no variance - bulk loads only.
• Scan event work orders to the Venue Promotion Coordinator when received. Paperwork should be prepped for scanning. 
• Sort and distribute documents- this includes route invoices (kept for month, then placed in cold storage), truck inventory and Load In sheets (kept in file for 30 days, then purged), and the DOT documents (sent to the garage for filing)
• Close the day in the VIP database and prepare the following day electronically. 
• Miscellaneous deposits
• Attendance and Punctuality are critical.  
• This position needs to report to work as scheduled and be mindful of the company’s attendance policies
• Attend all required company meetings
• Compliance with all Equal Employment Opportunity rules and guidelines
• Ability to accept direction from managers and supervisors 

Competencies:

• Communication
• Ethical Practice
• Relationship Management

Secondary Duties

• Assist other admin personnel when needed
• Must follow instruction
• Other duties as assigned

Requirements

Knowledge/Skills and Abilities: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to fill out work orders and other correspondence. Ability to speak effectively with groups of customers. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Proficient with VIP. Intermediate skills with Excel. Familiar with CRM environment. Ability to multitask with constant distractions. General knowledge of account reconciliation. 

Customer Service Skills:  

Ability to relate well with co-workers, supervisors, customers and the general public. Ability to exhibit excellent interpersonal relationship skills.

Certificates, Licenses, Registrations:

None required

Physical Demands:

The employee will spend long hours sitting and long hours standing while using office equipment and computers. The employee will also have to do some lifting of supplies and materials from time to time.

Working Conditions:

Normal office working conditions, dress code applies. The noise level in the work environment is quiet to moderate.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Management reserves the right modify this job description at any time.