AP/AR Clerk

JOB TITLE: AP/AR Clerk

DEPARTMENT: Accounting

REPORTS TO: Controller

CLASSIFICATION: Hourly

Purpose and Scope

The AP/AR Clerk plays a critical role in maintaining the financial health and operational efficiency of Sage Oil Vac. This position is responsible for managing the full cycle of accounts payable and accounts receivable transactions, ensuring accuracy, timeliness, and compliance with company policies.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and in a timely manner, matching to purchase orders and receiving documents
• Verify invoice discrepancies and resolve billing issues with vendors and internal departments
• Prepare and execute payment runs (checks, ACH, wire transfers) in accordance with payment terms
• Maintain organized AP records, vendor files, and documentation in accordance with company retention policies
• Assist with month-end close by preparing AP aging reports and accruals
• Manage vendor relationships and respond to payment inquiries professionally
• Ensure W-9 documentation and 1099 preparation compliance

Accounts Receivable

• Generate and distribute customer invoices accurately and on schedule
• Monitor outstanding receivables, follow up on past-due accounts, and apply payments to customer accounts
• Process and post cash receipts, checks, and electronic payments
• Maintain AR aging reports and escalate delinquent accounts as needed
• Coordinate with sales and operations teams to resolve billing discrepancies and customer disputes
• Assist with month-end AR reconciliation and reporting

Additional Clerical Duties

The AP/AR Clerk may be assigned additional clerical and administrative tasks as directed by the Controller to support the overall needs of the Finance & Accounting department. These duties may include, but are not limited to:

• Filing, scanning, and maintaining financial records and documentation
• Preparing correspondence, memos, and internal communications on behalf of the Controller
• Assisting with audit preparation and gathering supporting documentation as requested
• Supporting special projects, process improvement initiatives, or departmental needs as assigned
• Performing general office duties such as ordering supplies, coordinating mailings, or other administrative tasks as needed

Qualifications

Education & Experience

• Associate’s degree or higher in Accounting, Finance, Business Administration, or a related field preferred
• 2–5 years of hands-on experience in accounts payable and/or accounts receivable
• Experience working with ERP or accounting software (e.g., QuickBooks, Sage, NetSuite, or similar)
• Prior experience in an industrial, oilfield services, or manufacturing environment is a plus

Skills & Competencies

• Strong understanding of AP/AR processes, general ledger coding, and basic accounting principles
• Proficiency in Microsoft Excel, including the ability to build and maintain spreadsheets, use formulas, and compile data
• Ability to extract and summarize data from multiple systems into organized, accurate reports
• High attention to detail with a commitment to accuracy and data integrity
• Strong organizational and time management skills; ability to meet recurring deadlines
• Effective written and verbal communication skills for both internal and vendor/customer interactions
• Self-motivated with the ability to work independently and as part of a collaborative team

Physical Demands and Work Environment

This is a part-time, in-office position based at Sage Oil Vac’s facility in Amarillo, TX. Standard business hours apply, with occasional flexibility required during month-end and year-end close periods. The role involves extended periods of computer work in a professional office environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit; and reach with hands and arms.

General Provisions & Employment Conditions

This job description is not exhaustive; employees may be assigned additional job-related duties and must follow instructions from authorized personnel. All listed responsibilities are considered essential and may be adjusted to accommodate individuals with disabilities. Successful job performance requires the necessary skills and abilities, though some requirements may preclude individuals who pose safety risks. The document outlines minimum qualifications and does not establish a contractual employment relationship, maintaining an "at-will" employment status. The company is an Equal Opportunity Employer, maintains a drug-free workplace, and complies with ADA regulations.