Accounts Payable Clerk

Accounts Payable Clerk

The Accounts Payable Clerk is responsible for managing the day-to-day accounts payable functions to ensure accurate and timely processing of invoices, employee reimbursements, vendor payments, and financial records. This position plays a critical role in maintaining strong vendor relationships, supporting month-end close activities, reconciling financial transactions, and ensuring compliance with company accounting policies and procedures.

The ideal candidate is highly detail-oriented, organized, dependable, and capable of handling multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy.

Essential Duties and Responsibilities

Accounts Payable Processing

• Review, verify, and process vendor invoices, expense reports, check requests, and payment authorizations.
• Ensure invoices are coded correctly and entered accurately into the accounting system.
• Process and distribute vendor payments through checks, ACH, wire transfers, or electronic payment systems.
• Maintain payment schedules to ensure all obligations are paid within vendor terms and company guidelines.
• Investigate and resolve invoice discrepancies, missing invoices, duplicate payments, and vendor statement issues.
• Process voids, stop-payments, and payment corrections according to established procedures.

Vendor Management

• Establish and maintain positive relationships with vendors and service providers.
• Respond to vendor inquiries regarding payment status, account balances, and reconciliation matters.
• Verify vendor information including W-9 forms, tax identification numbers, and payment instructions.
• Assist with annual 1099 preparation and vendor compliance documentation.

Employee Expense & Credit Card Authorization

• Review and process employee expense reports for accuracy, policy compliance, and timely reimbursement.
• Reconcile corporate credit card transactions and ensure proper supporting documentation is provided.
• Monitor deadlines and communicate regularly with employees regarding missing receipts or overdue submissions.

Reconciliations & Financial Reporting

• Reconcile vendor statements, accounts payable balances, and related general ledger accounts.
• Assist with monthly, quarterly, and year-end closing procedures.
• Support accrual preparation for unpaid expenses and outstanding liabilities.
• Maintain prepaid expense schedules and related accounting documentation.
• Assist with payroll liability reconciliations and insurance-related accounting activities as assigned.

Recordkeeping & Compliance

• Maintain organized and accurate accounts payable files and documentation.
• Ensure compliance with company policies, accounting standards, and internal controls.
• Assist with audits by providing supporting documentation and account analysis.
• Support unclaimed property reporting and other regulatory requirements when necessary.
• Protect confidential financial and employee information.

Administrative & Operational Support

• Manage the accounts payable email inboxes and respond to inquiries promptly.
• Generate reports related to cash disbursements, aging, and payment activity.
• Assist with special accounting projects and process improvement initiatives.
• Collaborate with accounting staff and other departments to improve workflow efficiency.

Education & Experience

• High school diploma or GED required.
• Associate degree in Accounting, Finance, or Business preferred.
• Minimum of 25 years of accounts payable or general accounting experience preferred.
• Experience with accounting software (QBD/QBO) and CaseAware systems preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable procedures and accounting principles.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively within a team.
• High level of integrity and confidentiality.

Preferred Qualifications

• Experience with electronic invoice processing systems.
• Knowledge of payroll-related liabilities and expense accruals.
• Certified Accounts Payable Professional (CAPP) certification is a plus.
• Experience with legal, professional services, or multi-entity accounting environments preferred.