Accounts Payable Clerk

Job Purpose

The Accounts Payable Clerk plays a crucial role in maintaining the financial integrity of the organization by ensuring the accurate and timely processing of invoices and payments. This position is responsible for managing vendor accounts, reconciling discrepancies, and supporting the accounting team with financial record-keeping. The ideal candidate will be detail-oriented, highly organized, and capable of handling a high volume of transactions while adhering to company policies and financial regulations.

Main Responsibilities and Key Tasks

• Accurately process a high volume of invoices in a timely manner, ensuring compliance with company policies.
• Match invoices to purchase orders or vouchers, verifying pricing, quantities, and approvals.
• Prepare and process electronic transfers, wire payments, and check disbursements.
• Reconcile vendor statements and resolve discrepancies by working with internal teams and vendors.
• Research and resolve any purchase order, invoice, or payment-related issues.
• Maintain strong relationships with vendors, ensuring timely and accurate payments.
• Maintain accurate and up-to-date accounts payable records in the accounting system.
• Perform data entry and ensure proper documentation and filing of invoices and payment records.
• Assist with month-end closing activities, ensuring all payables are accurately recorded.
• Collaborate with the accounting and finance team to streamline accounts payable processes and improve efficiency.
• Assist in audits by providing necessary documentation and reports.
• Support other accounting and administrative tasks as needed.

Job Requirements

Education & Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred.
• Minimum of 2-3 years of experience in accounts payable or a related finance role.

Technical & Analytical Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software.
• Familiarity with accounts payable processes, reconciliation, and general ledger coding.
• Ability to analyze financial data and identify discrepancies effectively.

Personal Attributes & Work Ethic:

• Detail-oriented and organized with strong problem-solving skills.
• Self-motivated and hardworking, with the ability to manage multiple tasks and deadlines.
• Excellent communication and interpersonal skills to effectively work with vendors and internal teams.
• Reliable, adaptable, and able to thrive in a fast-paced, deadline-driven environment.

Job Complexity and Challenges

• High-Volume Processing: Managing a large number of invoices and transactions while ensuring accuracy and timeliness.
• Discrepancy Resolution: Identifying and resolving payment discrepancies, missing documentation, or vendor issues in a timely manner.
• Compliance and Policy Adherence: Ensuring that all transactions comply with company policies, financial controls, and regulatory requirements.
• Cross-Department Coordination: Collaborating with various departments to facilitate the approval process, payment reconciliation, and reporting.
• Process Improvement: Identifying inefficiencies and recommending enhancements to streamline accounts payable processes while maintaining accuracy and compliance.

Job Scope

The Accounts Payable Clerk is responsible for managing the end-to-end accounts payable process, ensuring accurate and timely payments to vendors. This role requires high attention to detail and strong problem-solving skills to manage financial records, prevent discrepancies, and support financial reporting. The scope of work includes working with multiple departments (such as finance, procurement, and operations) to ensure compliance with company policies and industry standards. Additionally, the specialist may assist with process improvements to enhance efficiency in the accounts payable function.