Accounts Payable

Description

Position Summary

The Accounts Payable Clerk supports the accounts payable function by ensuring invoices and vendor records are processed accurately and in a timely manner. This role exists to maintain smooth and compliant AP operations through invoice entry, vendor maintenance, statement reconciliation, and payment support. The position requires strong attention to detail, organization, and the ability to work efficiently in a fast-paced environment while maintaining confidentiality and compliance with company policies and accounting standards.

Essential Duties & Responsibilities

Accounts Payable Processing

• Receive, review, and process vendor invoices for accuracy, proper approvals, coding, and compliance with company policy.
• Verify invoice details (amounts, PO numbers, approval documentation, etc.) and ensure timely entry into the accounting system.
• Resolve invoice discrepancies by coordinating with vendors and internal departments.

Vendor Maintenance

• Maintain accurate vendor records, including contact information, payment terms, tax documentation, and compliance requirements.
• Communicate professionally with vendors regarding invoice status, payment timelines, or documentation needs.

Reconciliations & Support

• Reconcile vendor statements and research discrepancies to ensure account accuracy.
• Assist with preparing and processing payments according to established schedules and procedures.
• Support month-end and year-end closing activities related to accounts payable, as assigned.

Administrative & General Responsibilities

• Maintain organized records, documentation, and files for audit readiness and reporting purposes.
• Uphold the highest level of confidentiality with financial and personnel-related information.
• Perform additional accounting or administrative support tasks as needed to support Finance team operations.

Requirements

Knowledge, Experience & Qualifications

Minimum Education

• High school diploma or equivalent required
• Associate degree in Accounting, Finance, or a related field preferred

Required Experience

• Minimum of two (2) years of experience in accounts payable, bookkeeping, accounting support, or related administrative work
• Basic understanding of accounting principles and accounts payable processes

Preferred Experience

• Experience with accounting software or ERP systems such as QuickBooks, SAP, Oracle, NetSuite, Dynamics, or similar systems

Licensure/Certification

• None required

Required Skills & Competencies

• Strong oral and written communication skills
• Strong decision-making, problem-solving, and attention-to-detail abilities
• Ability to meet deadlines in a fast-paced environment with accuracy and consistency
• Strong organizational skills and ability to handle multiple priorities
• Ability to work independently and collaboratively with a team  

Ability To

• Interact positively and professionally with internal departments and external vendor contacts  
• Understand and follow verbal and written instructions  
• Complete tasks within critical deadlines  
• Maintain strict confidentiality  
• Use various software programs such as:  
  • Microsoft Outlook 
  • Microsoft Excel (sorting, filtering, basic formulas)  
  • Microsoft Word 
  • General Windows and email systems  

Financial Responsibilities

This position supports payment processing and is responsible for handling work related to expenditures, including invoice processing, reconciliation, and payment preparation in accordance with established approval and controls.  (This role does not have independent signing authority unless otherwise designated.)

Supervision Exercised

• No supervisory responsibilities 
• This position does not manage staff, including recruitment, selection, or performance management.  

Work Environment & Expectations

• Office-based position with regular computer and phone use  
• Requires the ability to sit for extended periods and maintain accuracy in repetitive tasks  
• Must maintain professionalism and confidentiality in handling financial data