AR/AP Clerk

Job Description

Job Description

POSITION SUMMARY

The Accounts Payable Accountant processes the company's vendor invoices, payments, and related records within the Accounting Department. This role owns the transactional accounts payable cycle from invoice receipt through payment and account reconciliation, and works directly with purchasing, receiving, and vendors to resolve discrepancies. This is an office-based position located in a manufacturing facility.

ESSENTIAL JOB FUNCTIONS

The following functions are essential to the successful performance of this position:

• Receive, verify, code, and enter vendor invoices into the accounting system in accordance with company approval and coding requirements.
• Match invoices to purchase orders and receiving documentation; identify and research quantity, pricing, and receipt discrepancies.
• Prepare and process scheduled check runs, ACH payments, and electronic transfers for review and authorization.
• Maintain vendor master records, including new vendor setup, remittance information, and W-9 collection.
• Reconcile vendor statements and resolve past-due balances, credits, and short payments.
• Reconcile accounts payable subledger to the general ledger and prepare related balance sheet account reconciliations monthly.
• Prepare accounts payable accruals and supporting schedules for month-end close.
• Prepare and file annual 1099 documentation for applicable vendors.
• Process employee expense reports and verify compliance with company expense policy.
• Communicate with internal departments and external vendors regarding invoices, payments, and account discrepancies.
• Maintain accounts payable files and records in accordance with company retention requirements.
• Ensure compliance with the company's Quality Management System (QMS) guidelines and all applicable regulatory requirements.
• Follow all company safety, environmental, and regulatory standards and promote safe work practices.
• Adhere to established departmental policies, procedures, and continuous quality improvement objectives.
• Actively participate in and support the principles of Open-Book Management.
• Maintain regular, reliable, and predictable attendance.

MINIMUM QUALIFICATIONS

• High School Diploma or GED required.
• Associate's degree in Accounting, Business, or a related field preferred; or an equivalent combination of education and experience.
• Minimum of two (2) years of accounts payable or general accounting experience; manufacturing experience preferred.
• Demonstrated proficiency with Microsoft Office Suite, particularly Excel, and standard accounting or ERP software.
• Working knowledge of three-way match (purchase order, receipt, invoice) processes.
• Strong attention to detail, basic mathematical proficiency, and the ability to manage multiple priorities and deadlines.
• Professional verbal and written communication skills with the ability to interact effectively with vendors, customers, and internal teams.
• Ability to work independently as a self-starter while functioning effectively as part of a team.

OTHER REQUIREMENTS

• Must successfully pass a pre-employment background check, which includes criminal history and drug screening.
• Must be authorized to work in the United States.

PHYSICAL DEMANDS

This position is primarily performed in an office setting and is sedentary in nature. The employee is required to sit at a desk and use a computer for approximately 95% or more of the workday. Occasional standing, walking, bending, reaching, and lifting/carrying of light objects (up to 20 pounds, such as files or office supplies) may be necessary. The ability to view a computer screen, use a keyboard and mouse, and communicate verbally and in writing is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

WORK ENVIRONMENT

Work is performed in a standard office/desk environment located within a manufacturing facility. Occasional short-duration exposure to typical plant conditions (such as dust, noise, fumes, or temperature variations) may occur when visiting production areas. No personal protective equipment (PPE) is required for the performance of essential functions in the office setting.

GENERAL RESPONSIBILITIES

• Comply with all company and regulatory safety and environmental standards at all times.
• Follow established departmental policies, procedures, objectives, and continuous quality improvement initiatives.
• Actively support the principles of Open-Book Management and contribute to a positive, collaborative work environment.

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required. Duties and responsibilities may be modified or added as necessary to meet the needs of the business. The company is an equal employment opportunity employer.