Job title:  Accounts Payable Clerk

Department: Accounting
Supervision: Finance Manager, President

Summary of Position:

Under very limited supervision the accounts payable clerk is responsible for verifying and paying the corporation’s bills in a timely manner, providing all necessary paperwork to management for their review and required approval. Performs a variety of bookkeeping functions in support of the Accounting Department. Provides overall support and backup for all accounting functions.

Daily Duties:

  1. Enter all invoices, credit memos & RGA’s (Returned goods)
  2. Run Checks, prepare and attach backup for signature
  3. Electronically file/scan all checks and verify a good scanned copy
  4. Open all mailed invoices, alphabetize and organize receivers to match to invoices
  5. Print all email invoices, alphabetize and organize to match to receivers
  6. Independently research and resolve problems
  7. Answer vendor calls and respond to requests timely
  8. Run proposed check list for review with Finance Manager
  9. Ensure that we do not pay invoices early and that we do take all discounts offered
  10. Anticipates and updates Finance Manager on potential problems
  11. Actively seeks and presents ideas to create efficiencies
  12. Ensures invoices are posted to correct G/L account and correct time period
  13. Maintains Vendor Database – update addresses, resolves duplicates, distinguishes like-named vendors

Monthly Duties:

  1. Reconciles vendor statements
  2. Processes loan payments
  3. Process company credit card statements
  4. Ensures re-occurring invoices (utilities, leases, contracts, etc.) are paid timely
  5. Participates in month and year end closing processes and completes tasks timely

General Duties:

  1. Maintains a positive and approachable outlook
  2. Keeps work station organized and neat
  3. Maintains files of open and paid invoices
  4. Responds to internal requests timely
  5. Acts as a back-up for Accounts Receivable, daily time sheets and reconciliation
  6. Helps file purchase orders
  7. Makes bank and post office runs
  8. Prepares 1099’s and gathers all W-9’s
  9. Prepares for weekly AP meeting with Finance Manager

Requirements:

  1. Computer literate
  2. Use computer software programs for data entry and to generate required reports
  3. Perform various general clerical duties such as copying, faxing, scanning, filing
  4. Use a postage meter
  5. Sit for eight (8) or more hours a day
  6. Must be self motivated and able to work with minimal supervision
  7. Perform special assignments and other duties as required.
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