Accounts Payable Specialist

Position Summary

The Accounts Payable Clerk is responsible for the accurate and timely processing of all dealership payables in compliance with internal controls, manufacturer requirements, and company policies.

This position plays a critical role in maintaining vendor relationships, ensuring expense accuracy, supporting month-end close, and protecting the dealership from financial risk.

High attention to detail, accountability, and adherence to process are mandatory.

Core Responsibilities1. Invoice Processing & Coding

• Review, verify, and enter vendor invoices daily
• Match invoices to purchase orders and receiving documentation
• Ensure proper department manager approval prior to posting
• Assign correct general ledger expense accounts - consulting the Honda Accounting Manual
• Verify mathematical accuracy and tax application
• Post invoices within 48 hours of receipt

2. Vendor Setup & Compliance

• Collect and maintain W-9 forms and agreements with the vendors.
• Verify vendor legitimacy before setup
• Ensure vendor approval by General Manager and Controller
• Maintain organized vendor files (digital and physical)
• Assist with 1099 preparation and reporting
• Ensure proper documentation for audit compliance

3. Dealership-Specific Responsibilities

• Post parts inventory invoices
• Process factory and manufacturer invoices
• Record and monitor incentive-related expenses when applicable
• Assist in manufacturer statement reconciliation

4. Accrued Expenses & Month-End Close

• Identify expenses incurred but not yet invoiced
• Prepare monthly accrual entries for those invoices are not available for posting
• Post the Advertising budget.
• Review open repair orders and service schedules for expense exposure (Sublet schedule)
• Assist in ensuring all expenses are recorded in the proper month
• Reconcile AP aging and investigate debit balances
• Prepare Accounts Payable schedule for month-end reporting
• Support close completion within required manufacturer deadlines

5. Use Tax Responsibilities

• Review invoices to identify taxable purchases (use tax)
• Accurately calculate and record use tax when vendors do not charge sales tax
• Assist Controller with sales/use tax compliance
• Maintain documentation supporting tax treatment decisions

6. Payment Processing

• Prepare bi-weekly check runs
• Ensure payment approvals are documented
• Mail signed checks promptly
• Request stop payments when necessary with complete documentation

7. Vendor Statement Reconciliation

• Reconcile vendor statements monthly
• Investigate and resolve discrepancies
• Communicate professionally with vendors regarding missing invoices or credits
• Prevent duplicate payments

Professional Standards

• Maintain confidentiality of financial information
• Demonstrate accountability and ownership of responsibilities
• Maintain respectful communication with vendors and internal staff
• Meet all month-end deadlines without repeated reminders
• Accept coaching and apply corrections immediately

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee discount
• Health insurance
• Life insurance
• Opportunities for advancement
• Vision insurance

Work Location: In person

Salary : $30 - $35