Accounts Payable Clerk

Job Description

Job Description

The Operations Accounts Payable Clerk works closely with Accounting, Warehouse Operations, Material Handlers, Purchasing, vendors, field technicians, and project managers to process warehouse-related vendor invoices, verify purchase orders and receiving documentation, resolve discrepancies, and coordinate timely and accurate vendor payments. This role supports warehouse purchasing, receiving, inventory documentation, and accounts payable activities through Sage Timberline/Sage 300, Sage Paperless Construction, and other company-approved systems while ensuring compliance with company policies and accounting procedures.

Responsibility Summary – Operations Accounts Payable Clerk:

Process vendor invoices and verify purchase orders and receiving documentation to ensure timely and accurate invoice entry and payment.

Review invoices, purchase orders, packing slips, and receiving documentation to identify and resolve discrepancies.

Perform three-way matching of invoices, purchase orders, and receiving documentation, verifying quantities, pricing, extensions, freight, taxes, and applicable discounts.

Coordinate with Material Handlers and warehouse personnel to verify receipt of materials, equipment, tools, supplies, and services before invoice payment.

Work with warehouse personnel, field technicians, project managers, and purchasing staff to resolve issues involving purchase orders, damaged materials, shortages, backorders, incorrect pricing, and missing documentation.

Enter non-purchase-order invoices into the Accounts Payable module, ensuring proper coding, supporting documentation, and approval.

Maintain organized records of purchase orders, vendor invoices, receiving documentation, packing slips, vendor communications, and payment support documents.

Enter and maintain purchasing and invoice documentation in Sage Paperless Construction or other company-approved document management systems.

Research and follow up on outstanding invoices, missing receiving documentation, unresolved purchase order issues, and pending approvals.

Communicate with vendors and Material Handlers regarding invoice status, payment questions, statement discrepancies, credits, returns, and billing issues.

Escalate unresolved discrepancies and other issues to the Office Operations Manager, Controller, or appropriate management personnel.

Support compliance with company purchasing policies, budget guidelines, approval requirements, documentation standards, and accounting procedures.

Perform other duties as assigned by management and maintain regular and consistent attendance.

Maintain the confidentiality of all information processed.

Qualification Summary – Operations Accounts Payable Clerk:

Strong understanding of accounts payable procedures, purchasing documentation, vendor invoices, purchase orders, packing slips, and invoice approval workflows.

Knowledge of warehouse operations processes related to ordering, receiving, inventory documentation, and vendor payment support.

Strong analytical, problem-solving, and organizational skills, with a high level of attention to detail and data entry accuracy.

Ability to review financial and purchasing documentation, identify discrepancies, and follow through on resolution.

Effective written and verbal communication skills, with the ability to work professionally with vendors, Material Handlers, warehouse personnel, accounting staff, project managers, field technicians, and management.

Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.

Strong records management skills and the ability to maintain accurate, organized, and confidential documentation.

Proficiency in Microsoft Office, particularly Excel and Outlook, and familiarity with online and desktop-based accounting systems.

Requirements – Operations Accounts Payable Clerk:

High School Diploma or General Educational Development Diploma (GED).

Basic knowledge of accounts payable processes and accounting terminology.

Working knowledge of purchase orders, receiving documentation, vendor invoices, packing slips, and invoice approval workflows.

Ability to work accurately with numbers and maintain a high level of attention to detail.

Proficiency in Microsoft Office, particularly Excel and Outlook, and general computer applications.

Ability to manage multiple tasks, work independently, communicate effectively, and meet established deadlines.

Ability to maintain confidentiality and follow company policies and procedures.

Ability to pass a pre-employment drug test and background check, if required by company policy.

Three years of accounts payable experience preferred.

Experience processing warehouse, materials, equipment, tools, supplies, services, or construction-related invoices preferred.

Working knowledge of Sage Timberline/Sage 300 Construction and Real Estate, Sage Paperless Construction, or similar accounting, purchasing, or ERP software preferred.

Experience with three-way matching, purchase orders, receiving documentation, vendor statements, and invoice discrepancy resolution preferred.

Familiarity with job cost tracking, inventory documentation, and warehouse purchasing workflows preferred.

Working knowledge of Microsoft Windows, Word, Excel, Outlook, and Access preferred.

Construction, service, technical, warehouse, or fire protection industry experience preferred.

Additional Considerations

Competitive Compensation

Great Work Environment

Benefits and other employment offerings, as applicable to company policy.

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