Accounts Payable Clerk

Overview

The Accounts Payable role is responsible for the accurate and timely processing of company invoices, vendor payments, and related financial transactions. This role supports the full AP cycle from initial email intake and invoice entry through coding, payment, and approval including specialized processing for land and West Virginia transactions. Depending on assigned responsibilities, this position may include supervisory duties over the AP function.

Key Responsibilities

AP Email

● Monitor and manage the dedicated Accounts Payable email inbox on a daily basis

● Sort, prioritize, and route incoming invoices, payment requests, and vendor correspondence to the appropriate team member

● Respond to vendor inquiries regarding payment status, remittance details, and account information

● Escalate urgent, disputed, or high-value items to the supervisor in a timely manner

● Archive email communications per company retention policy

AP Header Entry

● Enter vendor invoice header data accurately into the accounting system including vendor name, invoice number, date, due date, and payment terms

● Match invoices to purchase orders or approved requests where applicable

● Flag duplicate invoices or discrepancies for review before processing

● Maintain high data accuracy and meet daily entry volume standards

AP Coding

● Assign appropriate general ledger account codes, cost centers, and job codes to invoices

● Review coding against the chart of accounts to ensure compliance with company guidelines

● Coordinate with department managers or project leads to confirm proper expense allocation

● Identify and resolve coding discrepancies or missing information before approval

AP Land Coding Import

● Prepare and validate land-related invoice data files for batch import into the accounting system

● Code land acquisitions, lease payments, royalties, and related expenditures to correct accounts

● Coordinate with the Land department to confirm lease numbers, tract IDs, and allocation details

● Perform pre-import review to catch errors and reconcile imported records against source documents

Accruals – AP

● Prepare accounts payable accruals for invoices received but not yet processed at month-end

● Coordinate with Accounts Payable to identify outstanding obligations requiring accrual

● Post and reverse AP accrual entries in the correct accounting periods

AP WV Manual Check Coding

● Code West Virginia (WV) manual check requests to the proper GL accounts

● Verify payee information, interest percentages, and payment amounts prior to processing

● Collaborate with Operations and Revenue teams to confirm working interest owner details

● Document manual check requests with full coding support and required approvals

AP WV Manual Check Import

● Compile and format WV manual check data for batch import into the payment system

● Validate import files for accuracy of payee, amount, account coding, and check date

● Execute batch import process and verify successful posting of all transactions

● Research and correct any import errors or rejected records before final submission

AP Payments

● Process vendor payments via check, ACH, wire transfer, and other approved methods

● Prepare and review payment runs in accordance with approved invoice batches and due dates

● Confirm banking details before releasing funds and reconcile payments against the AP subledger

● Distribute payment confirmations and remittance advices to vendors as required

● Validate each invoice's Payee and amount

● Submit and release the checks for payment

● Create Positive Pay File

● Upload Positive Pay file to the bank site

● Fund the appropriate bank accounts

AP Approval – Under $30,000

● Review and approve coded invoices and payment requests with a total value below $30,000

● Verify that invoices have appropriate supporting documentation and coding prior to approval

● Confirm expenditures align with budgeted amounts and approved vendor agreements

● Apply approval authorization within the company's delegated authority matrix

AP Approval – $30,000 and Above

● Review and approve or escalate invoices and payment requests totaling $30,000 or more

● Perform enhanced due diligence including verification of contracts and budget authority

● Coordinate dual or multi-level authorization as required by company policy

● Document the full approval chain and maintain records for audit and internal control compliance

● Report AP status and key performance indicators to the Controller or CFO as required

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person

Salary : $30,000