Accounts Payable Clerk

Summary/Objective

The Accounts Payable Clerk is responsible for the accurate and timely processing of invoices and vendor payments while ensuring compliance with company policies and internal controls.

This role supports daily accounts payable operations by verifying invoices, resolving discrepancies, maintaining vendor relationships, and assisting with month-end close activities.

The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced, high-volume environment.

Key Responsibilities

Invoice Processing & Payment Administration

• Review invoices for accuracy, proper documentation, and required approvals prior to processing
• Process vendor invoices in accordance with company policies and payment terms
• Match invoices to purchase orders and receiving documentation where applicable
• Audit and reconcile corporate credit card transactions and supporting documentation
• Apply credits, deductions, and adjustments as appropriate

Vendor & Discrepancy Management

• Respond to vendor inquiries professionally and in a timely manner
• Research and resolve invoice discrepancies, short payments, and pricing differences
• Reconcile vendor statements and investigate outstanding balances
• Request missing invoices and supporting documentation when necessary
• Work closely with Purchasing and Receiving teams to resolve billing issues
• Assist with Vendor onboarding; collecting W9 forms, Bank Account Verifications, FACTA, Contact information, and Collections of Contracts

Reconciliation & Controls

§ Ensure payments are issued to the correct legal entity and vendor account

§ Maintain accurate records in compliance with company policies and accounting standards

§ Support internal controls and fraud prevention procedures

§ Assist with audit requests and documentation retrieval

Month-End/Year End & Administrative Support

§ Assist with month-end/Year End closing activities related to accounts payable

§ Maintain organized electronic and physical records in accordance with retention policies

§ Support continuous improvement initiatives within the AP process

§ Perform additional duties and special projects as assigned

§ Contribute to departments SOPs

Qualifications

Education & Experience

§ High school diploma required; Associate degree or coursework in Accounting or Finance preferred

§ Minimum 2 years of Accounts Payable or accounting support experience

§ Experience in a high-volume invoice processing environment preferred

Skills & Competencies

§ Strong understanding of accounts payable processes and basic accounting principles

§ High attention to detail with strong accuracy and organizational skills

§ Ability to prioritize tasks and meet deadlines in a fast-paced environment

§ Strong problem-solving and research skills

§ Effective written and verbal communication skills

§ Professional and customer-service oriented approach with vendors and internal teams

§ Ability to work independently and collaboratively within a team

§ Adaptable to changes related to process improvements supporting firm’s growth

Technical Skills

• Proficiency in Microsoft Office, especially Excel
• Experience with Microsoft 365 ERP or alike or preferred
• Comfortable working with digital workflows and electronic documentation