Accounts Payable Clerk/Assistant

OVERVIEW:

The Accounts Payable Clerk plays a crucial role in the finance department by assisting with the processing of accounts payable transactions. This position involves accurately recording, organizing, and managing financial data related to vendor payments. The Accounts Payable Clerk ensures timely and efficient payment processing while maintaining a high level of accuracy and compliance with company policies.

ESSENTIAL FUNCTIONS:

• Invoice Processing:
  
  
  • Receive and review incoming invoices for accuracy, completeness, and proper authorization.
  
  
  • Code invoices with appropriate general ledger accounts and cost centers.
  
  
  • Enter invoices into the accounting system in a timely manner.
  
  


• Payment Processing:
  
  
  • Prepare and process electronic and manual payments, including checks and wire transfers.
  
  
  • Reconcile payment records with vendor statements.
  
  
  • Ensure adherence to payment terms and take advantage of available discounts.
  
  


• Vendor Communication:
  
  
  • Respond to vendor inquiries and resolve discrepancies in a timely and professional manner.
  
  
  • Maintain positive relationships with vendors to facilitate smooth transactions.
  
  


• Record Keeping:
  
  
  • Maintain organized and up-to-date accounts payable records.
  
  
  • File and archive financial documents, ensuring easy retrieval for audits or inquiries.
  
  


• Reporting:
  
  
  • Assist in the preparation of accounts payable reports for management review.
  
  
  • Provide support during month-end and year-end closing processes.
  
  


• Compliance:
  
  
  • Ensure compliance with company policies, accounting principles, and relevant regulations.
  
  
  • Stay informed about changes in accounting standards and best practices.
  
  


• Collaboration:
  
  
  • Work closely with internal departments, such as purchasing and finance, to address issues and improve processes.
  
  
  • Collaborate with team members to achieve departmental goals.
  
  

QUALIFICATIONS:

• High school diploma or equivalent; additional education in accounting or finance is a plus.


• Proven experience in an accounts payable or related clerical role.


• Familiarity with accounting software and basic knowledge of ERP systems.


• Strong attention to detail and accuracy in data entry.


• Excellent organizational and time-management skills.


• Effective communication and interpersonal skills.


• Ability to work independently and as part of a team.


• Basic understanding of accounting principles and practices.

WORK ENVIRONMENT:

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled/Other Protected Category