Accounts Payable Clerk

GENERAL SUMMARY:

The Accounts Payable Clerk is responsible for the accurate and timely processing of invoices, expense reports, vendor setup, and outgoing payments, including the preparation, verification, and distribution of checks in compliance with internal controls and organizational policies.

ESSENTIAL FUNCTIONS:

Invoice Processing

• Match invoices to purchase orders in Microsoft Dynamics 365 (D365)
• Coordinate with vendors and internal teams to resolve discrepancies and ensure timely payment
• Process and receive drop‑ship orders in D365 as required
• Maintain accuracy and follow up on outstanding invoice issues

Invoice Capture & Concur Processing

• Scan and upload invoices received via mail or the AP email inbox into Concur
• Organize invoices into batches after scanning
• Review invoices for accuracy, including vendor name and address, invoice date, invoice amount, purchase order number (if applicable)
• Verify billing details, including past due balances when listed
• Assign validated invoices to appropriate end users for coding and approval

Expense Report Processing

• Enter and process both paper-based and electronic (ACER) expense reports
• Verify expense reports align with authorized call-in approvals and required receipts
• Process expense reports for National Vice Commanders and other organizational meetings
• Provide customer support and assistance for employees submitting expense reports
• Communicate directly with users to resolve questions and ensure compliance

Vendor Setup & Maintenance

• Set up new vendors in D365
• Ensure required documentation is collected, including W-9 forms when applicable
• Maintain accurate and up-to-date vendor records
• Support year-end 1099 filing processes, including reconciliation and error resolution

Check Run & Payment Processing

• Prepare payment journals for review by the National Treasurer
• Print and process checks in accordance with approved payment runs
• Compile and send check registers for final approval
• Assemble checks with supporting documentation and prepare for mailing
• Ensure proper handling, security, and accuracy of all outgoing payments
• Perform other duties as assigned or required

Reports directly to the Senior Accountant I

Education/Technical Knowledge:

One year of college, business, technical or specialized schooling or accredited apprentice training to have a knowledge or technical or vocation theory and principles.

Additional Skills Needed:

• High school diploma required; one year of college-level accounting coursework or equivalent experience and training
• Strong understanding of basic accounting procedures
• Accounts payable experience in a computerized environment
• Proficiency with word processing and spreadsheet software
• Demonstrated customer service skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Effective written and verbal communication skills
• Ability to work independently and collaboratively in a team environment
• Knowledge of and adherence to internal controls and organizational policies

Experience:

One year up to 3 years

Supervision of Others:

This position involves no responsibility of authority for the direction of others.

OTHER JOB-RELATED FACTORS:

Problem Solving:

Involves organizing own work, and/or deciding between alternate procedures.

Impact of Decisions:

Work involves opportunities for judgmental errors which would result in substantial added costs or reduced efficiency within and between functional units until corrected – usually requires longer time.

Internal and Public Contacts:

Within the organization with persons up to and including same level on matters which could be controversial and which require cooperation and/or approval, and/or outside organization involving services and/or general business, but where unusual problems would be resolved by incumbent’s superior.

Physical Factors and Working Conditions:

Physical demands of the position are those which require manual dexterity for typing/word processing; good telephone voice; ability to travel by any mode of public transportation. The employee is regularly required to talk and hear. The employee frequently is required to stand; walk; sit; use hands to fingers; and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. Working conditions are within a well-lighted, air-conditioned office environment. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the physical demands of the job.