Accounts Payable Clerk (1544)

Summary:

The Accounts Payable Clerk is responsible for executing the routine, high-volume transactions of the accounts payable function. This role ensures the timely and accurate processing of invoices, proper expense coding, and maintenance of financial records. The Clerk is a key resource for basic vendor communication and ensuring compliance with internal payment policies.

Essential Duties and Responsibilities:

• Manage the full-cycle Accounts Payable process for high-volume, routine vendor invoices, ensuring accurate general ledger coding.
• Perform 2-way matching (Invoice to Purchase Order) for standard procurements and capital expenditures.
• Verify invoices for proper authorization, documentation, and adherence to company spending policies.
• Accurately enter invoice data into the accounting system for payment processing. Payment and Record Management:
• Prepare and process vendor payments (checks, ACH, wire transfers) on a scheduled basis, ensuring timely disbursement and recording.
• Maintain the vendor master file, ensuring contact and payment information is up-to-date and accurate.
• Perform basic reconciliations of vendor statements against the accounts payable ledger, identifying and reporting minor discrepancies to the AP Specialist or Manager.
• Assist in resolving basic vendor payment inquiries and internal staff questions regarding invoice status.
• Assist with the annual preparation and filing of IRS Form 1099s.
• Assist with month-end closing procedures as directed by the AP Manager.
• Perform duties as assigned.

Education and Experience:

• Minimum: High School Diploma or GED Required.
• Preferred: AA or Bachelor’s Degree in Accounting, Finance, or Business Administration.
• 1 year of accounting experience preferred, but not required.
• Strong knowledge of Microsoft Office.

Competencies: 

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem-Solving - Identifies and resolves problems promptly, develops alternative solutions, and uses reason even when dealing with emotionally charged topics.
• Communication and customer services - Ability to read, write, and communicate effectively in English.  Spanish/French-Creole is a plus but not required. Use terminology that is appropriate to the intended audience.  Edits written work for spelling and grammar.  Speaks clearly so others can understand. Demonstrates the ability to listen to and understand information and ideas presented through spoken words and sentences and to request clarification when needed.
• Mathematical Skills - Applying basic arithmetic calculations, including fractions, percentages, ratios, and proportions, to practical situations.  Presents numerical data effectively.
• Ethics - Maintains high standards of ethical conduct, exhibits honesty and integrity, and refrains from theft-related, dishonest, or unethical behavior.  Works with integrity and m