Description:

Accounts Payable Clerk

Department: Accounting

Job Status: Permanent – Part-Time

Reports To: Nicole Titleman

Position Summary

The Accounts Payable (AP) Clerk processes and manages all outgoing payments, including verifying and matching incoming invoices to purchase orders, processing payments to vendors, and reconciling accounts payable ledgers. Key responsibilities include ensuring timely payments, maintaining accurate financial records, and communicating with vendors to resolve discrepancies.

Duties and Responsibilities

• Receive, verify, and code incoming invoices.
• Match invoices with purchase orders and receiving documents.
• Enter invoices into the accounting system for payment.
• Schedule and process payments via check, credit card, or other methods.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Handle and resolve payment discrepancies with vendors.
• Reconcile vendor statements to ensure accuracy.
• Reconcile the accounts payable ledger with bank statements.
• Investigate and resolve outstanding balances.
• Maintain accurate and organized vendor files.
• Assist with month-end closing processes.
• Support internal and external audits.
• Communicate with vendors to address inquiries and resolve issues.
• Collaborate with other departments to ensure proper payment authorization and coding.

• Other duties as assigned

Key Relationships

Internal: sales team, production team, shipping and other accounting colleagues

External: suppliers

Working Conditions

• Work normal business hours, but may be required to do some work in the evenings or outside normal working hours.
• Required to work in a busy office which may result in constant interruptions.
• Strong ability to organize, track and manage multiple tasks simultaneously.
• Required to have strong computer proficiency, including the ability to learn internal accounting software efficiently.
• Required to keep track of and meet a number of deadlines.
• Strong attention to detail and high levels of accuracy.
• Ability to problem solve through investigation and communication.
• Ability to work effectively in a multitasking environment.