Accounts Payable Clerk / Purchasing Agent

Job Description

Job Description

The Accounts Payable Clerk / Purchasing Agent is responsible for managing the organization's accounts payable processes while coordinating the purchasing and procurement of goods and services. This position ensures timely payment of invoices, maintains positive vendor relationships, negotiates purchases, monitors inventory needs, and supports efficient financial and operational activities.

Duties and Responsibilities

Accounts Payable Duties:

• Receive, review, and process vendor invoices for payment.
• Verify invoice accuracy and ensure appropriate approvals are obtained.
• Match invoices to purchase orders and receiving documentation.
• Process payments through checks, ACH, wire transfers, or other methods.
• Reconcile vendor statements and resolve invoice discrepancies.
• Maintain accurate accounts payable records and files.
• Respond to vendor inquiries regarding invoices and payment status.
• Assist with month-end and year-end closing activities.
• Support internal and external audits by providing required documentation.

Purchasing Agent Duties:

• Research, select, and procure materials, supplies, equipment, and services.
• Obtain and compare vendor quotes to ensure cost-effective purchasing.
• Prepare and issue purchase orders.
• Maintain relationships with suppliers and negotiate pricing, terms, and delivery schedules.
• Monitor inventory levels and coordinate replenishment as needed.
• Track orders to ensure timely delivery and resolve shipment issues.
• Evaluate vendor performance and maintain approved supplier lists.
• Ensure purchasing activities comply with company policies and budget requirements.
• Maintain purchasing records and procurement documentation.

Job Requirements:

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Negotiation and vendor management skills.
• Analytical and problem-solving abilities.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.
• Data entry and recordkeeping proficiency.
• Confidentiality and professionalism.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2–5 years of experience in accounts payable, purchasing, procurement, or accounting.
• Experience using accounting, purchasing, or ERP software systems.
• Proficiency in Microsoft Office, particularly Excel.
• Knowledge of accounting principles and purchasing practices.

Working Conditions

• Office-based environment with frequent computer use.
• Regular interaction with vendors, suppliers, and internal departments.
• May require additional hours during month-end, year-end, inventory counts, or major purchasing projects.

Compensation: $45,000 - $50,000