Job Description

Process supplier invoices billed in a timely and accurate manner in accordance with the company policy and departmental guidelines.

• Reviews all invoices for appropriate documentation, approval signatures, and correct general ledger account coding, completeness, and accuracy prior to entering into the accounting system. Identifies discrepancies, resolves, and corrects errors involving invoice coding. Communicates with various departments to resolve any discrepancies regarding differences between invoices and purchase orders and/or receipt of merchandise.
• Processes invoices by entering invoice data in the accounting system, including all the sub-ledger accounts that will be affected according to policy and pre-established procedures. Corrects data entry errors in a timely manner.
• Ensures all hardcopy and electronic invoices are coded appropriately and forwarded to the necessary departments for approval.
• Prepares monthly reports and reconciles monthly account statements with invoices received.
• Responds to various verbal or written requests from suppliers regarding payment of invoices.
• Files and retrieves invoices as requested or needed.
• Performs other duties as assigned.
• The AP Clerk works under the direct supervision of the Director of Accounting, seeking assistance and approval for any issues that fall outside policy or corporate guidelines.
• Regular communication is expected with vendors, the Purchasing Department, and various departments regarding payment of invoices.

EDUCATION: High School Diploma or equivalent required. Associates Degree in Accounting, Business Administration, or related field is preferred.

EXPERIENCE: 2 years accounts payable experience is required.

KNOWLEDGE & SKILLS:

Basic knowledge of accounting principles related to accounts payables including payment reconciliation, account code structure, internal controls, and purchase order and accrual accounting.

Must be extremely accurate and detail-oriented with good data entry skills to enter invoice information in the accounting system accurately and in a timely manner.

Good math and analytical aptitude is desired to calculate appropriate taxes, prepare reports, reconcile vendor statements with invoices received, and analyze discrepancies between invoices, purchase orders, and receipts of merchandise.

Good verbal and written communication skills are necessary to interact with vendors and staff from various departments.

Basic knowledge of Microsoft Office Suite, including Outlook, Word, and Excel, is required to create reports and write correspondence.

Good organizational skills are needed to prioritize work and meet different deadlines.

Good customer service skills are essential to interact with vendors in a courteous and professional manner.

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