Account Payable Clerk

Job Description

Job Description

Work Schedule: 8:00 AM – 5:00 PM, Monday through Friday
Interview Format: On-site only

Position Overview:
The Accounts Payable (AP) Clerk/Coordinator is a support role within the finance department responsible for ensuring timely and accurate payment of vendor invoices, reconciling financial records, and resolving discrepancies. This position requires a detail-oriented individual who can manage multiple tasks and deadlines while maintaining a high level of accuracy and professionalism.

Key Responsibilities:
• Proficiency with 10-key data entry
• Advanced knowledge of Microsoft Excel
• Keen attention to detail
• Invoice Processing: Obtain, examine, and appropriately code supplier invoices and supporting documentation, then post them to the accounting system.
• Payment Preparation: Schedule and prepare checks, ACH payments, or wire transfers, monitoring for discount opportunities and ensuring compliance with payment terms.
• Reconciliation & Verification: Reconcile processed work by verifying entries, comparing system reports to balances, and verifying vendor accounts against monthly statements.
• Discrepancy Resolution: Coordinate with buyers and other internal departments to resolve purchase order, contract, or invoice discrepancies and track them using a log.
• Vendor Communication: Handle all supplier AP queries and follow up promptly and professionally.
• Expense & Cost Management: Charge expenses to appropriate accounts and cost centers by analyzing invoice and expense reports. Process employee expense reports and requests for advances.
• Documentation & Filing: Maintain historical records of all invoices, reports, and receipts, often converting paper documentation to an electronic format.
• Audit Support: Assist with internal and external audits by gathering requested information and providing research.
• Process Improvement: Identify and help implement opportunities to streamline accounts payable processes and enhance efficiency.

Essential Skills and Qualifications:
• Experience: Prior experience in accounts payable or a related finance support function is typically required.
• Technical Proficiency: Strong computer skills with emphasis on Microsoft Office (especially Excel) and experience with accounting software/ERP systems.
• Attention to Detail: Strong organizational skills and attention to detail are crucial for maintaining accurate financial records.
• Problem-Solving: The ability to analyze data, draw logical conclusions, and resolve complex discrepancies is essential.
• Communication: Excellent verbal and written communication skills for effective interaction with vendors and internal teams.
• Education: An Associate's degree in Accounting or Finance is often preferred, but not always required.