Accounts Payable Clerk

## Description

**Description**

The Accounts Payable Clerk is responsible for processing high-volume vendor invoices, maintaining accurate vendor records, preparing payments, and reconciling accounts while ensuring compliance with company policies and accounting standards. This role works closely with vendors, Purchasing, and internal departments to resolve discrepancies, maintain strong vendor relationships, and support month-end and year-end financial close activities. Success in this position requires strong organizational skills, attention to detail, proficiency with accounting systems and Microsoft Excel, and the ability to manage multiple priorities in a fast-paced environment.

## Qualifications

**Responsibilities**

• Establish new vendors and maintain vendor master records in the Accounts Payable system.
• Review, verify, code, and enter non-PO vendor invoices and credit memos into the accounting system.
• Match invoices and credit memos to purchase orders and receiving documentation; resolve discrepancies and route exceptions for correction and approval.
• Route invoices to the appropriate personnel for timely approval.
• Process vendor payments, including check, ACH, and other approved payment methods.
• Reconcile vendor statements to the Accounts Payable aging report and resolve outstanding discrepancies.
• Respond promptly to vendor inquiries regarding invoice status, payment information, and account balances.
• Communicate with vendors and internal purchasing personnel to resolve disputed invoices and credit memos.
• Process a high volume of invoices accurately while ensuring compliance with company policies and payment terms, including capturing available early payment discounts.
• Verify invoice accuracy, appropriate GL coding, and required supporting documentation prior to processing.
• Maintain vendor records, W-9 documentation, and other required files in accordance with company policies.
• Assist with month-end and year-end closing activities, reconciliations, audit requests, and 1099 reporting as assigned.
• Maintain confidentiality of financial and vendor information.
• Follow established internal controls and company policies to safeguard company assets and reduce fraud risk.
• Identify opportunities to improve AP processes and workflow efficiencies.
• Work overtime, weekends, and during month-end/year-end closing periods as business needs require.
• Perform other duties as assigned.

**Skills Required**

• Working knowledge of accounts payable processes, basic accounting principles, and general ledger account coding.
• Ability to process a high volume of invoices accurately while meeting established deadlines.
• Strong attention to detail with excellent organizational, analytical, and problem-solving skills.
• Intermediate proficiency in Microsoft Excel, including importing data, formulas, sorting, filtering, and formatting. Experience with PivotTables and XLOOKUP/VLOOKUP is preferred.
• Experience using ERP/accounting software; Microsoft Dynamics GP (Great Plains) experience is preferred.
• Excellent written and verbal communication skills with the ability to build positive working relationships with vendors and internal departments.
• Ability to manage multiple priorities, adapt to changing business needs, and work effectively in both independent and team environments.
• Ability to maintain confidentiality and exercise sound judgment while adhering to company policies and internal controls.
• Strong data entry skills with a high degree of accuracy and the ability to meet established productivity expectations.
• Basic mathematical skills, including the ability to calculate percentages, discounts, and perform arithmetic accurately.