Accounts Payable Clerk

The Accounts Payable Specialist is responsible for managing the company's financial transactions and ensuring that all payments are processed accurately and in a timely manner. This role involves handling invoices, reconciling accounts, and maintaining effective communication with vendors and internal departments.

MAJOR TASKS, DUTIES AND RESPONSIBILITIES

1. Invoice Processing:
   • Receive, review, and verify invoices and check requests.
   • Match invoices with purchase orders and receipts.
   • Ensure accuracy and compliance with company policies and procedures.
   • Review travel vouchers for accuracy and ensure they are submitted as per company policy.
2. Payment Processing:
   • Prepare and process accounts payable checks, ACH payments, and wire transfers.
   • Ensure timely payment of bills and maintain accurate payment records.
3. Vendor Management:
   • Maintain an update vendor records.
   • Resolve vendor inquiries and discrepancies in a professional manner.
4. Account Reconciliation:
   • Reconcile vendor statements and resolve any discrepancies.
   • Assist with monthly and year-end closing activities.
5. Record Keeping:
   • Maintain organized records of all accounts payable transactions.
   • Ensure proper documentation and filing of invoices and payment records.
6. Cash Management
   • Oversee and manage the petty cash fund, including disbursements and replenishments.
   • Ensure all petty cash transactions are properly documented and adhere to company policies.
   • Review and categorize petty cash expenditures for proper accounting and budgeting.
   • Monitor and track petty cash usage to prevent misuse or over-expenditure.
   • Prepare bank deposits as required.
   • Receive and process drawer receipts, daily reconciliation of cash/checks received.   
7. Reporting / Audit:
   • Prepare reports on accounts payable activity as required.
   • Assist with audits and provide necessary documentation.
8. Collaboration:
   • Work closely with other departments to address issues and ensure smooth financial operations.
   • Provide support during financial audits and other accounting processes.
   • Support on special projects as requested. 

EDUCATION:  High school diploma or equivalent required; associate degree in accounting, Finance, or a related field preferred.

EXPERIENCE:  Minimum of 1 years of experience in accounts payable or a similar role.

SKILLS:

• • Excellent organizational and time-management skills.
  • Proficiency in accounting software and Microsoft Office Suite (Excel, Word).
  • Ability to handle confidential information with discretion.
  • Strong communication and interpersonal skills.
  • Strong attention to detail and accuracy

CONTACTS:  Frequent contact within and outside department; frequent phone contact with vendors.

PHYSICAL DEMANDS:  Sits most of the day.

WORKING CONDITIONS:  Normal office.