Accounts Payable Clerk

About Us

At The Smilist, we are committed to providing exceptional non-clinical support to all of our dental practices. We are growing rapidly and are seeking a detail-oriented Accounts Payable Clerk to join our team.

Key Responsibilities

• Process incoming invoices from vendors and post payments; record data & apply to the ledger. Research, record, and apply credits where applicable.
• Ensure proper KYC compliance while also observing GAAP procedures.

• Schedule and issue timely payments to vendors, including manual checks, ACH, & wire transfers, while adhering to established net terms and schedules. Assist in vendor creation.
• Perform regular reconciliation of vendor statements and accounts, ensuring that discrepancies are identified, communicated, and resolved in a timely manner.
• Review and process employee expense reports to ensure compliance with company policies and proper documentation is provided.
• Accurately enter accounts payable data into the financial system, maintaining complete and up-to-date records of all transactions. Continuously assess and recommend improvements to accounts payable processes to increase efficiency and reduce errors.
• Serve as a point of contact for vendors addressing AP inquiries, resolving issues, and providing accurate information promptly.
• Assist in preparing weekly, monthly, and quarterly reports on accounts payable activities, highlighting any variances or discrepancies.
• Assist with month-end closing activities, ensuring that all accounts payable transactions are processed and recorded accurately within the specified timeframe.
• Ensure compliance with company policies, tax regulations, and accounting standards (e.g., receipt of W-9, filling out 1099). Maintain up-to-date vendor files, including contracts, tax documents, and payment details.
• Provide administrative support to the Accounts Payable department, including managing the accounts payable inbox, filing documents, physically mailing checks via FedEx and handling other ad hoc tasks.

Qualifications

• High school diploma or equivalent required; associate’s degree in accounting, Finance, or a related field preferred.
• 2+ years of experience in accounts payable or a similar administrative/finance role. Experience with high-volume accounts payable environments is a plus.
• Proficiency with accounting software (e.g., QuickBooks, Lease Query, Sage Intact, bill.com, AMEX), Adobe Pro, Google Docs, and Microsoft Suite (Word, Excel, Outlook).
• Strong attention to detail and ability to maintain confidentiality and handle sensitive financial information.
• Ability to take direction, effectively communicate with vendors, internal teams, and management.
• Excellent organizational skills and ability to manage multiple tasks simultaneously.
• Understanding of accounts payable proces