Accounts Payable Clerk

Title

Accounts Payable Clerk

Reports To

Corporate Controller

Summary

The Accounts Payable (A/P) Clerk is directly responsible for performing data entry and related duties in disbursing non-payroll accounts payable to, suppliers, and employees. This includes maintaining ledgers, credit balances, and account irregularities. The A/P Clerk will also ensure the timely and accurate processing of payment documents and any other accounting transactions related to A/P management. This position involves diplomatic interaction to provide billing information and support in order to facilitate daily bank reconciliations.

Core Competencies

• Customer Service

• Team Work
• Accuracy and Attention to Detail
• Negotiation and Problem Solving
• Communication

Job Duties

• Collaborate with the Controller to maintain payment strategies and general A/P performance levels.

• Obtain approval for disbursements and ensure that expenditures are processed in a timely, accurate manner.
• Prepare and fill out payments to third parties.
• Audits purchase requests for materials, supplies, equipment, and other collateral; verifies that orders are charged to the proper accounts.
• Prepare vendor invoices for input, conduct accurate coding for the general ledger and then proceed with data entry.
• Post and reconcile company payments to general ledger.
• Review bills to the company for potential errors and/or discrepancies.
• Timely and accurate purchase order matching.
• Ensuring all vendor invoices are entered accurately and timely, with accurate payment terms.
• Correspond with vendors and respond to inquiries in a timely manner.
• Investigate and resolve billing discrepancies or misapplied transactions.
• Review all credit balances, refunds, and adjustments, and apply adjustments and/or corrections to corporate billing records.
• Maintain all vendor files including supporting documentation (invoice, payment instructions), in accordance with Company policies and accepted accounting practices.
• Balance daily A/P batches; prepare and distribute payment reports and statistics to key personnel.
• Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its business partners.
• Form payment strategies to make timely A/P payments and mitigate supplier objections.
• General office duties including: phones, filing, photo-copying, printing documents, and other assigned duties as required.

Requirements

• 3-5 years of related experience with full-cycle Accounts Payable is preferred

• Formal accounting diploma or certificate is preferred. Extensive AP experience or a combination of training and experience will be considered.
• High level of proficiency with Microsoft Office productivity suite
• Experience with Microsoft NAV would be an asset
• Demonstrated ability to accurately calculate, post, correct, and manage accounting figures and financial records.
• Strong knowledge of payment regulations and fair credit practices.
• Previous experience in a fast-paced environment.
• Time management and organizational skills with the ability to prioritize.
• Must possess a high level of moral judgment for handling confidential information and monetary transactions.
• Experience in gathering data, compiling the proper information, and preparing financial reports.
• Able to perform moderate to complex account reconciliations.
• Strong diplomatic, negotiation, and conflict resolution skills in order to handle late payments, delinquent accounts and vendor misunderstandings.
• Basic knowledge of accounting systems, budgets, and internal controls.
• Proficiency with differing accounting systems and spreadsheet programs and applications.
• Effective attention to detail and a high degree of accuracy.
• Strong work ethic and positive team attitude.
• Sound analytical thinking, planning, prioritization, and execution skills.
• Excellent teamwork and team building skills.
• Able to effectively communicate both verbally and in writing.
• Able to build and maintain lasting relationships with other departments, key business partners, and government agencies.
• Strong problem identification and problem resolution skills.

Work Conditions

• Sitting at a desk – exposure to office ergonomic factors including: prolonged viewing of computer screen, typing, use of mouse etc.
• Must be able to work in a deadline driven environment
• Must be able to work in a fast-paced working environment
• Working under pressure to make deadlines