A/P Clerk

Position Title: Accounts Payable Clerk (A/P Clerk)
Department: Finance/Accounting
Reports To: Accounts Payable Manager/Supervisor
Location: [Company Name/Location]

Job Overview:

The Accounts Payable Clerk (A/P Clerk) is responsible for processing all payments and invoices for a company in a timely and accurate manner. The role includes verifying, coding, and reconciling financial transactions, ensuring the company's accounts are in good standing, and maintaining proper documentation. This position plays a critical role in ensuring the smooth operation of the company's financial processes.

Key Roles and Responsibilities:1. Invoice Processing and Verification:

• Receive and review invoices for accuracy and completeness, ensuring compliance with company policies.
• Verify that invoices match purchase orders and delivery receipts before processing.
• Resolve discrepancies with vendors or internal departments as needed.
• Ensure that all invoices are processed in a timely manner to avoid late payments and penalties.

2. Data Entry and Record Keeping:

• Enter invoice information into the accounting system or accounts payable software accurately.
• Maintain an organized filing system for invoices, purchase orders, receipts, and payment records.
• Prepare and maintain detailed and accurate records of all accounts payable transactions.

3. Payment Processing:

• Process payments through various methods, including checks, ACH transfers, and electronic payments.
• Ensure that payments are made in accordance with the company’s terms and conditions.
• Monitor payment schedules and ensure timely payment of vendor bills.
• Assist in preparing and processing check runs and wire transfers.

4. Account Reconciliation:

• Reconcile accounts payable transactions and verify that amounts paid match invoices.
• Assist in reconciling monthly accounts payable reports to ensure proper accounting and avoid discrepancies.
• Prepare and maintain vendor account statements, ensuring accurate balances.

5. Vendor Management:

• Maintain good relationships with vendors by addressing payment inquiries and issues promptly.
• Communicate with vendors regarding payment schedules, discrepancies, and overdue invoices.
• Update and maintain accurate vendor information in the system, including contact details, payment terms, and tax identification numbers.

6. Assist with Month-End and Year-End Closing:

• Assist with month-end closing activities by ensuring all invoices are processed and payments are recorded.
• Provide necessary reports and documentation to help with year-end audits.
• Help track outstanding payables and generate reports for management.

7. Reporting and Documentation:

• Prepare and maintain accounts payable reports, aging schedules, and payment histories.
• Provide weekly or monthly reports to management on outstanding invoices and payment status.
• Assist in preparing financial statements by providing information on accounts payable balances.

8. Compliance and Internal Controls:

• Ensure all accounts payable activities are performed in compliance with accounting policies, procedures, and regulatory requirements.
• Follow internal control procedures to prevent errors and fraud.
• Assist in audit preparation by providing documentation and explanations for accounts payable transactions.

9. Other Administrative Support:

• Provide general administrative support to the finance department as needed.
• Assist with various projects, such as tracking expenses, reconciling petty cash, or preparing financial data for budget reviews.

Skills and Qualifications:

• Education: High school diploma or equivalent required; Associate's degree in Accounting, Finance, or related field preferred.
• Experience: Previous experience in an accounts payable or accounting role is preferred.
• Technical Skills:
• Proficient in Microsoft Office Suite (Excel, Word) and accounting software (e.g., QuickBooks, SAP, Oracle, or similar).
• Familiarity with accounts payable procedures and financial transactions.
• Attention to Detail: Strong attention to detail and accuracy in processing invoices and payments.
• Organization: Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Communication: Strong written and verbal communication skills to interact with vendors, team members, and management.
• Problem-Solving: Ability to investigate discrepancies, resolve issues, and communicate solutions effectively.
• Team Player: Ability to work collaboratively with internal teams and external vendors.

Working Conditions:

• Schedule: Full-time position, with the possibility of overtime during peak times.
• Environment: Office-based work, typically in an office or finance department setting.
• Physical Requirements: Limited physical demands; primarily involves working at a desk or computer.

Salary and Benefits:

• Salary: Competitive salary, based on experience.
• Benefits: Health insurance, paid time off, retirement plans, and other company benefits.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $25