Accounting Clerk

Position Summary

The Accounts Payable Clerk is responsible for managing the day-to-day accounts payable process, including invoice processing, vendor payments, account reconciliation, and the maintenance of accurate financial records. This position works closely with vendors, purchasing, operations, and the accounting team to ensure invoices are processed accurately and payments are made on time.

The ideal candidate is detail-oriented, organized, dependable, and comfortable working in a fast-paced environment while handling multiple priorities.

Essential Duties and Responsibilities

• Receive, review, code, and accurately enter vendor invoices into the accounting system.
• Match invoices with purchase orders, receiving documents, and approvals when applicable.
• Ensure invoices are properly approved before payment.
• Process vendor payments by check, ACH, wire transfer, or other approved methods.
• Maintain accurate and organized accounts payable records.
• Reconcile vendor statements and research discrepancies or outstanding balances.
• Communicate with vendors regarding invoices, payment status, account balances, and discrepancies.
• Work with internal departments to obtain missing information or approvals.
• Monitor invoice due dates and ensure payments are processed according to established payment terms.
• Assist with monthly, quarterly, and year-end closing activities.
• Prepare accounts payable reports and account reconciliations as requested.
• Maintain vendor files and ensure vendor information is accurate and up to date.
• Assist with 1099 preparation and other year-end reporting requirements.
• Maintain confidentiality of financial and vendor information.
• Follow company accounting policies, procedures, and internal controls.
• Provide general accounting and administrative support as needed.

Qualifications

• High school diploma or equivalent required.
• 1-3 years of accounts payable or general accounting experience preferred.
• Accounting coursework, certificate, or associate degree is a plus.
• Strong attention to detail and accuracy.
• Basic understanding of accounting principles.
• Proficiency with Microsoft Excel and Microsoft Office.
• Experience with accounting or ERP software preferred.
• Strong organizational and time-management skills.
• Ability to prioritize work and meet deadlines.
• Strong communication and problem-solving skills.
• Ability to work independently while collaborating effectively with a small accounting team.

Preferred Experience

• Experience processing a high volume of invoices.
• Experience with three-way matching.
• Vendor statement reconciliation.
• Purchase order and receiving processes.
• ACH and electronic payment processing.
• 1099 preparation.
• Experience with accounting systems such as QuickBooks, NetSuite, Sage, SAP, Oracle, or similar software.

Key Competencies

• Accuracy & Attention to Detail
• Organization & Time Management
• Accountability & Reliability
• Problem Solving
• Communication
• Confidentiality
• Teamwork
• Follow-Through

Work Environment

This position is primarily office-based and involves regular computer use and communication with vendors and internal departments. The Accounts Payable Clerk will work as part of the accounting/finance team and may be required to manage multiple deadlines during month-end and year-end closing periods.

Performance Expectations

The Accounts Payable Clerk is expected to maintain accurate and timely invoice processing, ensure vendors are paid according to established terms, promptly resolve discrepancies, maintain complete documentation, and provide dependable support to the accounting and finance functions.