JOB SUMMARY

Primary purpose is to win each day by delivering extraordinary service and value to each customer, every day.  An Accounts Payable Clerk is responsible for producing favorable outcomes for all customers, fellow team members, the company and the communities we serve. 

The Accounts Payable Clerk is responsible for providing administrative, financial and clerical services in order to ensure effective, efficient and accurate financial and administrative operations.  This includes processing and monitoring payments and expenditures.  Providing these services in an effective and efficient manner will ensure that vendors and suppliers are paid within established time limits.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.   

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Perform the day to day processing of accounts payable transactions to ensure that the company’s finances are maintained in an effective, up to date and accurate manner:

• Process incoming mail (e.g. invoices, purchase orders, receiving paperwork, statements, etc.) daily

• Verify that transactions comply with financial policies and procedures

• Validate invoices against related paperwork for merchandise and freight vendors - verify invoices and requisitions for goods and services by matching receiving paperwork and purchase orders to invoices

• Reviews all invoices for appropriate documentation and approval prior to entering invoices into the computer system for payment processing; verify quantities, prices, discounts and freight

• Prepare batches of invoices for data entry, including accurately coding invoices for general ledger account distribution,

• Enter, proof, and post invoice batches daily

• Researches and resolves accounts payable and expense discrepancies / issues, vendor statements, inquiries timely and effectively

• Process backup reports after data entry

• Manage the weekly check run

• Prepare vendor checks for mailing

• Prepare manual checks as and when required

• Creating vendor chargebacks

• Verifies general ledger code on invoice for accuracy

• File all accounts payable paperwork including paid and unpaid invoices, statements, etc.

• Maintain updated vendor files and file numbers, including setting-up and creating new vendor files, ensuring vendor paperwork (i.e. W-9) is on file

• Maintain integrity of AP aging for credits, debits, etc. by processing and reviewing the aged accounts payable report and resolving issues.

• Resolves accounts payable and expense issues and problems timely and effectively

• Provide administrative support in order to ensure effective and efficient office operations

  • Maintain a filing system for all financial documents
  • Ensure the confidentiality and security of all financial files
  • Answer incoming external and internal calls in a professional, timely and satisfactory manner and resolve all questions, requests and changes to ensure the highest level of satisfaction.
  • Assist in incoming operator calls

• Interact with customers, sales staff, factories and other departments via e-mail and telephone.

• Demonstrate customer-focused attitude consistent with company guidelines.

• Support other associates as assigned.

• Interact with other departments as necessary to resolve, prevent problems and improve existing procedures and systems. Communicate clear and precise information to various departments to in turn provide better service to the customer.

• Assists with on-the-job training for new associates.

• Attend training to improve and reinforce own knowledge and skills.

• Attend department meetings.

• Demonstrate customer-focused attitude consistent with company guidelines.

• Assists other departments as directed by manager or supervisor.

• Perform other functions as needed and required.

• Follows all applicable company health, safety and quality standards and policies, procedures, rules and regulations.

• Reports to management potential safety issues, hazards or violations.

• Assists in maintaining security by reporting suspicious activity to management,

• Provides feedback to management for possible improvements.

• Communicate and cooperate with supervisors and co-workers.

• Provides total customer satisfaction through interaction with associates in all departments.

• Models company image and culture through positive attitude, spirit of cooperation, appearance and respect for company policies and procedures on every aspect of role functions.

MANAGEMENT/SUPERVISORY RESPONSIBILITIES

This position has no management / supervisory responsibilities.

Required Skills

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, ability and/or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE/SKILLS/ABILITIES

Ability to communicate effectively in English, both verbally and in writing. 

Demonstrated ability to handle multiple tasks simultaneously in a fast pace environment.

Ability to work independently. 

Strong customer orientation with excellent interpersonal communication skills. 

Strong analytical and problem solving skills. 

Detail oriented with excellent organizational skills. 

Proficient with Word and Excel, and working knowledge of computer operating system.

Basic knowledge of accounts payable, accounts receivable and maintaining general ledgers is helpful.  Ability to maintain high level of accuracy in preparing and entering financial information. 

Time management skills. 

Ability to maintain confidentiality concerning financial files. 

Be honest and trustworthy; demonstrate strong work ethics. 

CORE COMPETENCIES

• Job Knowledge
• Work Quality / Work Quantity
• Customer Focus
• Initiative / Decision Making / Judgement
• Communication / Active Listening
• Accountability / Integrity
• Interpersonal Skills / Team Oriented / Collaboration
• Emotional Stability / Adaptability
• Emotional Intelligence
• Organization / Time Management
• Creativity

WORKING ENVIRONMENT / PHYSICAL REQUIREMENTS   

Work performed in an office environment. Extensive amount of sitting and using office equipment and computers.  Average mobility to move around an office environment and ability to do some lifting of supplies and materials from time to time.  Working area is in a busy, open area office.  Sensory demands – spends extensive time in intense concentration, entering financial information on a computer which requires attention to detail and high levels of accuracy.  Must meet deadlines.

OTHER DUTIES

Please note this job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Required Experience

EDUCATION/CERTIFICATION/LICENSURE

High school diploma or general education degree (GED) required.

EXPERIENCE

A minimum of two (2) years of accounting or bookkeeping experience preferred but not required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, ability and/or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE/SKILLS/ABILITIES

Ability to communicate effectively in English, both verbally and in writing. 

Demonstrated ability to handle multiple tasks simultaneously in a fast pace environment.

Ability to work independently. 

Strong customer orientation with excellent interpersonal communication skills. 

Strong analytical and problem solving skills. 

Detail oriented with excellent organizational skills. 

Proficient with Word and Excel, and working knowledge of computer operating system.

Basic knowledge of accounts payable, accounts receivable and maintaining general ledgers is helpful.  Ability to maintain high level of accuracy in preparing and entering financial information. 

Time management skills. 

Ability to maintain confidentiality concerning financial files. 

Be honest and trustworthy; demonstrate strong work ethics. 

CORE COMPETENCIES

• Job Knowledge
• Work Quality / Work Quantity
• Customer Focus
• Initiative / Decision Making / Judgement
• Communication / Active Listening
• Accountability / Integrity
• Interpersonal Skills / Team Oriented / Collaboration
• Emotional Stability / Adaptability
• Emotional Intelligence
• Organization / Time Management
• Creativity

WORKING ENVIRONMENT / PHYSICAL REQUIREMENTS   

Work performed in an office environment. Extensive amount of sitting and using office equipment and computers.  Average mobility to move around an office environment and ability to do some lifting of supplies and materials from time to time.  Working area is in a busy, open area office.  Sensory demands – spends extensive time in intense concentration, entering financial information on a computer which requires attention to detail and high levels of accuracy.  Must meet deadlines.

OTHER DUTIES

Please note this job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.