A/P Clerk

Description

SUMMARY 

The Accounts Payable (AP) Clerk is responsible for processing payments for goods and services purchased by the organization in a timely and accurate manner. This role serves as an internal auditor, ensuring invoices are correct and proper accounting procedures are followed for purchases and payments. Additionally, the AP Clerk proactively seeks opportunities to streamline processes, maximize cost savings, and support audits and financial examinations through thorough documentation and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The essential duties and responsibilities include but are not limited to the following

• Reviews all invoices for appropriate documentation      and approval prior to payment. 
• Verify account codes, ensuring invoices and      department numbers are accurately classified and charged.
• Assigns terms codes to ensure timely payment.
• Assess available discounts and cost-saving      opportunities to optimize payment processing.
• Coordinate and issue payments to vendors in an      accurate and timely manner. 
• Process manual checks when necessary and monitor      transactions to prevent duplicate payments.
• Conduct regular vendor audits to ensure records      remain up to date and accurate.
• Manage check distribution, ensuring proper      documentation of each transaction in the check register.
• Perform month-end and year-end closings, including      running and distributing AP reports and preparing manual accrual sheets as      needed.
• Analyze paper and workflow      processes to identify and implement efficiency improvements.
• Respond to vendor inquiries in a professional and      timely manner.
• Maintains statistical records and SOPs for A/P functions.
• Comply with all standard safety practices, safety      rules, and all Company rules and policies.
• Regular attendance is an essential function of this      position.
• All other duties as assigned.

Requirements

QUALIFICATIONS  

• Must possess strong      organizational abilities with the ability to determine priorities.
• Familiarity with      accounting terminology.
• Ability to read and      interpret documents such as safety rules, operating and maintenance      instructions, and procedure manuals. 
• Ability to write routine      reports and correspondence. 
• Ability to speak      effectively before groups of customers or employees of the organization.
• Ability to calculate      figures and amounts such as discounts, interest, taxes, commissions,      proportions, and percentages. 
• Ability to apply concepts      of basic algebra.
• Ability to apply common      sense understanding to carry out instructions furnished in written, oral,      or diagram form. 
• Ability to deal with      problems involving several concrete variables in standardized situations.

EDUCATION/EXPERIENCE

Associate's degree (AA) or equivalent from two-year College or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment will include office areas, manufacturing areas and warehouse/shipping areas.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually quiet.