CASH ACCOUNTING CLERK JOB DESCRIPTION

A Cash Accounting Clerk handles the daily movement of money on paper - every invoice received, every vendor payment posted, every account reconciled before month-end close. Accuracy here is non-negotiable. In high-volume AP/AR environments, a single unresolved discrepancy can cascade into delayed payments, strained vendor relationships, and audit findings that take weeks to unwind. This role owns the transaction layer of the accounting function, working within established internal controls and external regulatory requirements to keep cash records current and verifiable.

As the Cash Accounting Clerk, you process and reconcile accounts payable and receivable transactions daily, maintaining the accuracy and timeliness that month-end close and compliance audits depend on. You operate within a structured accounting team, coordinating directly with field operations, vendors, and finance colleagues to resolve discrepancies and support reporting cycles.

Career Impact: Hands-on ownership of full AP/AR transaction cycles - including ACH processing, bank reconciliation, and delinquency follow-up - builds the verified accounting experience that employers require for advancement to Staff Accountant or Accounting Coordinator roles.

Business Impact: Vendors get paid on time, customer balances stay reconciled, and month-end closes on schedule - outcomes that depend directly on the accuracy and follow-through of this position.

Growth Opportunity: Exposure to multi-entity billing, ERP workflows, and cross-departmental reconciliation expands the technical accounting skill set that opens pathways into senior bookkeeping and full-cycle accounting roles.

• Receive and process incoming invoices daily, verifying cost coding and confirming appropriate approvals before posting.
• Pay vendor obligations via check or ACH, ensuring payment terms and authorization controls are met.
• Reconcile accounts payable and receivable ledgers, allocating charges to correct cost centers or projects.
• Investigate past-due accounts and execute structured follow-up programs to collect outstanding balances.
• Review vendor statements and resolve discrepancies through direct coordination with vendors and internal teams.
• Partner with operations and finance colleagues to close each accounting period by established deadlines.
• Maintain organized AP/AR files, document retention records, and accurate work instructions for all assigned processes.
• Prepare ad hoc financial reports and assist with internal audit support by providing required backup documentation.

• High school diploma or equivalent; associate degree in accounting or bookkeeping preferred.
• 2 or more years of accounts payable, accounts receivable, or related cash accounting experience, with high-volume transaction exposure.
• Demonstrated ability to apply internal controls and compliance procedures to daily accounting workflows.
• Proficiency in spreadsheet applications including formula use, pivot tables, and data reconciliation.
• Ability to manage multiple tasks simultaneously and meet recurring month-end deadlines with accuracy.
• Strong attention to detail with a track record of identifying duplicate payments, coding errors, or missing approvals.
• Clear written and verbal communication skills for direct interaction with vendors, field teams, and finance colleagues.

• Experience with construction, facility services, or similarly project-based billing environments.
• Working knowledge of ERP accounting platforms and electronic payment processing systems.
• Familiarity with multi-company or multi-entity billing structures and intercompany reconciliation.
• Prior exposure to internal audit support, including document preparation and discrepancy resolution.

• Invoice processing cycle time, measured from receipt to posting against established daily targets.
• AP aging balance, tracking the percentage of open invoices resolved within agreed payment terms.
• Month-end close adherence rate, measured by on-time completion of all assigned reconciliation deadlines.
• Duplicate or erroneous payment identification rate, reflecting accuracy of review during AP audit support.
• AR delinquency resolution rate, measuring the proportion of past-due accounts collected within follow-up cycles.
• Typical tools: spreadsheet software (commonly Excel); accounting and ERP platforms (commonly QuickBooks, JD Edwards, or similar).

• Base Salary Range: $38,000 to $52,000 annually, depending on experience and location.
• Bonus: Occasional merit-based or year-end discretionary bonus; not standard at this level.
• Equity: Not typically offered for this role and seniority.
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization.
• PTO: 10 to 15 days annually; increases with tenure at most employers.
• Common Perks: Direct deposit, flexible scheduling in some environments, tuition assistance at larger employers.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion and work authorization verification are conditions of employment for this role. All candidates must be legally authorized to work in the United States. Reasonable accommodations under the Americans with Disabilities Act are available to applicants and employees upon request. All qualified applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law.

The Cash Accounting Clerk owns the resolution of internal customer issues and the delivery of accurate, timely cash processes within a structured banking and compliance environment. Reporting to the accounting or operations team, this role delivers process efficiency by maintaining documentation, enforcing internal controls, and providing regular status updates that keep workflows current and audit-ready.

Key Responsibilities

• Resolve internal customer issues via email and phone to achieve quality, accuracy, and timely delivery of processes.
• Ensure processes are efficient and compliant with designed controls, and maintain current documentation and workflows.
• Operate in accordance with internal and external regulations and procedures.
• Use Outlook productivity tools, Excel formulas, pivot tables, charts, SQL database queries, and MS Access databases.
• Keep constant focus on process improvement and provide regular status updates.

Required Qualifications

• High School Diploma or equivalent.
• One year of customer service, cash management, and banking experience.
• Proficient with Microsoft Office: Outlook, Access, Excel, Word, PowerPoint, and SQL.
• Innovative, communicative (written and verbal), interpersonal, and persuasive skills with strong internal and external customer focus.
• Independent worker with adaptability, team-building, and leadership skills in a fast-paced environment.

Reporting to the accounting department, the Cash Accounting Clerk processes and reconciles vendor invoices, posts payments via check and ACH, and maintains organized AP files in a high-volume construction environment. Partnering with field teams and vendors, this role ensures invoicing accuracy, resolves statement discrepancies, and supports document retention to keep accounts payable operations running without interruption.

Core Functions

• Receive and process invoices daily by reviewing cost coding and verifying appropriate approvals.
• Pay and post vendor payments via check or electronic methods (ACH).
• Maintain timely and appropriate communications with internal and external customers.
• Review invoicing backup received from field for completeness and accuracy.
• Review vendor statements and work with vendors to balance or resolve discrepancies.
• Reconcile and allocate various charges to different projects.
• Maintain and organize Accounts Payable files and records.
• Assist with scanning accounts payable support for document retention and take on additional tasks as needed.

Qualifications & Experience

• High School diploma or equivalent required; two-year associate degree with focus on accounting/bookkeeping or equivalent experience preferred.
• 2–5 years of accounts payable or related work experience required.
• Past work experience in the construction industry preferred.
• Experience with accounting software JD Edwards or similar ERP software preferred.
• Proficient in Microsoft Word, Excel, and Outlook; able to function in a high-volume, multi-task AP environment.
• Strong team player, self-starter, flexible, well-organized, and detail-oriented with the ability to work with minimal supervision.

Embedded within a SaaS company serving the landscape and snow industries across North America, the Cash Accounting Clerk delivers full-cycle accounting support including ledger reconciliation, AR/AP management, and month-end USD reconciliation. Working closely with divisional teams and finance colleagues, this role builds the financial reporting and cash receipts accuracy that supports weekly KPI tracking and retention goals across the business.

Primary Duties

• Perform daily accounting duties including reviewing, researching, analyzing, and reconciling ledger accounts.
• Set up and maintain expenditures and revenue working papers, spreadsheets, and reconciliation to the general ledger.
• Provide financial analysis and create/execute ad-hoc financial system reports for divisions.
• Prepare special reports by gathering and summarizing data.
• Manage accounts receivable, invoicing, customer payment follow-up, delinquency, cash receipts, and bank deposits.
• Handle accounts payable, including credit card and bill entries, payment and cheque preparation.
• Perform bank and credit card reconciliation, month-end USD reconciliation, and exchange entries.
• Meet and update weekly and monthly retention goals and related KPIs.

Skills & Qualifications

• University degree or college diploma considered an asset.
• 1+ year of full-cycle accounting experience.
• Basic understanding of bookkeeping and accounting principles.
• Proficient in QuickBooks Enterprise and Excel considered an asset; direct customer contact/collections experience an asset.
• Self-starter, professional, organized, reliable, attentive to detail, and able to meet deadlines.
• Excellent interpersonal skills, strong work ethic, integrity, initiative, and a positive team-player attitude.
• Fluent in English.

Accurate month-end close and on-time customer billing depend on the Cash Accounting Clerk, who processes daily invoices, investigates past-due accounts, and reconciles customer balances across a national facility services operation with 10,000-plus employees. Based within the accounting function and partnering with operations and sales teams, this role ensures AR collections are current, billing is accurate, and all period-close deadlines are met with consistency.

Duties

• Process daily invoices and create and mail customer invoices and billing monthly.
• Investigate and analyze past-due accounts and carry out timely follow-up and collection of accounts receivable.
• Partner with operations, sales, and accounting to reconcile customer balances.
• Close each month by meeting all established deadlines with accuracy.
• Respond to customer requests promptly and maintain accurate work instructions for all tasks.
• Prepare various ad hoc reports and use new software and technology tools as needed.

Experience & Qualifications

• High school diploma required; some college coursework preferred.
• 3–5 years of related hands-on AR/billing experience in a high-volume environment.
• Strong knowledge of Microsoft Office, specifically Excel; experience with winTEAM a plus.
• Ability to prepare accurate and detailed accounting data; multi-company billing and field operations experience preferred.
• Self-directed, detail-oriented, organized, and committed to service excellence, self-accountability, and teamwork.
• Exceptional interpersonal, written, and verbal communication skills with strong problem-solving skills.

A key member of a global legal team, the Cash Accounting Clerk manages vendor invoice payment workflows, maintains AP databases, and provides administrative support that keeps legal billing operations running on schedule. Collaborating across Finance colleagues, outside law firm vendors, paralegals, and attorneys, this role ensures invoices are coded, approved, and paid through ERP or SAP systems with accuracy and in full compliance with legal department processes.

Functions

• Manage incoming legal vendor invoices for payment, including coding invoices into systems and monitoring timely payment through local ERP or SAP systems.
• Assist in the workflow of legal invoice approvals and other time-sensitive matters.
• Communicate directly with Finance colleagues and outside law firm vendors to resolve AP matters efficiently.
• Partner with paralegals and attorneys to resolve AP issues and connect Global Legal team members with AP training and self-help resources.
• Collaborate with Global Legal coders and approvers on AP status inquiries.
• Maintain departmental databases, create and maintain files, and prepare AP reports as necessary.
• Provide general administrative and secretarial support including word processing, scheduling, copying, answering phones, and maintaining supplies.

Requirements

• High School Diploma or GED required; Bachelor's degree preferred.
• 2+ years of experience in a legal environment.
• General accounts payable experience including invoice processing.
• Knowledge of legal terminology and processes.
• Proficient in Microsoft Office and SAP accounts payable.
• Highly organized, productive, with strong communication skills and ability to anticipate tasks in support of legal matters.
• Must be able to complete pre-employment screens (BG/Drug screen).

Cash Accounting Clerk supports project accountants by preparing document binders, providing AP audit assistance, and maintaining compliant filing systems within a solar energy company operating under the Solar Code of Business Conduct. The accounting team relies on this work to ensure supplier contracts, invoices, and tax filings are organized, duplicate or erroneous payments are flagged, and all activities meet established health, safety, and ethical standards.

Accountabilities

• Prepare project document binders including legal and accounting documents such as supplier contracts, invoices, and tax filings.
• Work with project accountants to provide required financial schedules and backup documents.
• Support internal AP audits by providing required documents and helping identify duplicate or erroneous payments and missed discounts.
• Organize and clean the filing system, including physical storage areas.
• Ensuring all activities comply with the Solar Code of Business Conduct and all health and safety rules.

Position Requirements

• Enrolled in a post-secondary Accounting or related program.
• Advanced Excel skills with computer literacy in MS Word, PowerPoint, and email.
• Highly flexible with solid interpersonal skills.
• Able to work effectively in a diverse environment both independently and as part of a team.
• Detail-oriented with excellent time management skills, able to work under pressure and meet deadlines.
• Strong work ethic and positive team attitude.