AP Clerk

Position Summary

The Accounts Payable Clerk is responsible for the accurate and timely processing of vendor invoices and payments while ensuring compliance with company policies and accounting procedures. This position maintains vendor records, reconciles statements, resolves payment discrepancies, and supports the accounting department with financial recordkeeping. The ideal candidate is detail-oriented, organized, maintains confidentiality, and can manage multiple priorities in a fast-paced environment.

Invoice Processing

• Review, verify, and process vendor invoices for accuracy and completeness.
• Match invoices with purchase orders, receiving documents, and other supporting documentation.
• Verify proper account coding and approvals before processing.
• Enter invoices into the accounting system accurately and timely.
• Ensure invoices are processed in accordance with payment terms and company policies.

Vendor Payments

• Prepare weekly and/or scheduled payment batches.
• Process checks, ACH payments, wire transfers, and credit card payments as authorized.
• Maintain payment records and supporting documentation.
• Ensure vendors are paid accurately and on time.

Vendor Account Management

• Establish and maintain vendor files and records.
• Request and maintain current W-9 forms and vendor documentation.
• Respond professionally to vendor inquiries regarding invoices and payments.
• Resolve invoice discrepancies and payment issues by working with vendors and internal departments.
• Reconcile vendor statements and investigate outstanding balances.

Account Reconciliations

• Reconcile accounts payable transactions.
• Assist with monthly accounts payable aging reports.
• Research and resolve discrepancies.
• Support month-end and year-end closing processes.

Recordkeeping & Compliance

• Maintain organized electronic and paper accounting records.
• Ensure compliance with company policies and internal controls.
• Maintain confidentiality of financial and company information.
• Assist with audits by providing requested documentation.

Administrative Support

• Assist with filing and document retention.
• Generate reports as requested.
• Cross-train with other accounting functions to provide departmental support.
• Perform other duties as assigned.

Required Qualifications

• High school diploma or GED required.
• Associate degree in Accounting, Business, or related field preferred.
• Minimum two (2) years of accounts payable or accounting experience preferred.
• Experience with accounting software and ERP systems.
• Proficiency in Microsoft Office, including Excel.
• Strong mathematical and analytical skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to maintain strict confidentiality.

Preferred Qualifications

• Manufacturing, construction, or project-based accounting experience.
• Experience processing high-volume invoices.
• Multi-state vendor experience.
• Knowledge of sales and use tax.
• Bilingual English/Spanish is a plus.

Knowledge, Skills & Abilities

• Excellent organizational skills.
• Strong attention to detail.
• Ability to prioritize competing deadlines.
• Strong written and verbal communication skills.
• Professional customer service skills when interacting with vendors.
• Ability to work independently and as part of a team.
• Ability to identify and resolve discrepancies.
• High level of integrity and accountability.