Accounts Payable Clerk

Job Description:

This role involves accurate verification and processing of invoices, maintaining strong relationships with vendors, ensuring timely payments, and meticulously managing records.

Role and Responsibilities:

• Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
• Pays vendors by monitoring discount opportunities, verifying federal ID numbers, scheduling, and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Ensures credit is received for outstanding memos.
• Issues stop-payments or purchase order amendments.
• Pays employees by receiving and verifying expense reports and requests for advances, preparing checks.
• Reviews and approves payment exceptions that come through our banking platform.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Maintains historical records by filing documents.
• Reconciles Accounts Payable disbursement bank accounts to determine available balance before issuing new payments.
• Disburses petty cash by recording entry and verifying documentation.
• Reports sales taxes by calculating requirements on paid invoices.
• Protects organization’s value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Creates reports regarding cash flow; ensures correct payments are made in a timely manner.
• Analyzes expense reports and other invoices for accuracy and eligibility for payment.
• Verifying payments before CEO signature is added by reviewing checks and vouchers.
• Reconciles Accounts Payable total and general ledger with other applicable records (e.g., subsidiary vendors’ ledger)
• Ensures proper maintenance, filing, and storage of records in case of audits.
• Daily
  1. Emails-forward to employees, responds to emails.
  2. Input invoices in PFW
  3. Research credit holds (pull invoice out of email, forward to employee to see if we received it and if it has been processed.
  4. Answer phone calls
  5. Track invoices on spreadsheet
  6. Input credit cards
  7. Clear checks
  8. Spreadsheet to track invoices.
• Monthly
  1. Review statements and forward missing invoices
  2. Spreadsheet for cell, wex, guardian, etc.
  3. Reclasses
• 10th 20th, & 30thDay
  1. Create batch checks.
  2. Print checks pull back up.
  3. Mail checks out.
• As needed basis.
  1. AR vouchers
  2. File
  3. Clean up problems.
  4. Create new vendors.
• Yearly
  1. 1099’s
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Records entry of, verifies documentation for, and distributes petty cash.
• Other related duties as assigned.

Qualifications and Education Requirements:

• High school diploma or equivalent required; Business or Accounting degree preferred.
• Certified Accounts Payable Professional (CAPP) certification preferred.
• Must be reliable and extremely trustworthy.
• Must be proficient in Microsoft Office Suite or related programs.
• Must be able to learn other accounting software systems.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills
• Proficient in accounting software
• Thorough understanding of the Accounts Payable functions.
• Ability to maintain confidential and meticulous records.