Accounts Payable Clerk

Position Summary

The Accounts Payable Clerk is responsible for the accurate and timely processing of vendor invoices, expense reports, and payments while maintaining compliance with company policies and accounting procedures. This role ensures that vendor obligations are met, accounts payable records are maintained accurately, and financial transactions are properly coded and recorded within NetSuite and other internal systems. The ideal candidate will possess strong analytical, organizational, and attention-to-detail skills, with the ability to manage multiple priorities and meet established deadlines.

Key Responsibilitie

sAccounts Payable Processin

• gReceive, review, code, and enter vendor invoices into NetSuite within 48 hours of receipt
• .Match invoices to purchase orders and receiving reports to verify accuracy and authorization
• .Verify invoice amounts, account coding, and expense classifications prior to processing
• .Charge expenses to appropriate general ledger accounts and cost centers
• .Consolidate all accounts payable accounts into one account per vendor
• .Create and maintain vendor records, including new vendor setup and updates to existing vendor information

.Payment Processin

• gSchedule, prepare, and process vendor payments through checks, ACH transfers, and other approved payment methods
• .Process check and ACH payment batches on the 14th of each month or as directed
• .Ensure adherence to vendor payment terms and company payment policies
• .Prepare and process employee expense reports and reimbursements

.Vendor Management & Reconciliatio

• nMaintain professional communication with vendors regarding invoices, payments, and account inquiries
• .Research and resolve vendor discrepancies, payment issues, and outstanding balances
• .Reconcile vendor statements, accounts payable balances, and related ledger accounts
• .Compare system reports to vendor statement balances and investigate variances

.Reporting & Complianc

• eGenerate accounts payable aging and status reports
• .Prepare the monthly "Recommended to Be Paid" report by the 8th of each month
• .Identify vendors requiring payment and submit the report first to the President and then to Accounting Supervisors for review and approval
• .Process approved payments within 48 hours following management authorization
• .Assist with month-end and year-end closing activities
• .Prepare and distribute annual 1099 forms for applicable vendors
• .Calculate and report sales tax requirements associated with paid invoices
• .Ensure compliance with company policies, accounting standards, tax regulations, and internal controls

.
Systems & Administrative Duti

• esUtilize NetSuite ERP and other internal systems, including SharePoint and Infinite/AS400, to process and maintain accounts payable record
• s.Maintain organized and accurate records of invoices, payments, vendor files, and supporting documentatio
• n.Collaborate with internal departments, company locations, and external partners to resolve accounting issues and improve efficienc
• y.Adhere to established departmental procedures and process improvement
• s.Perform additional duties and special projects as assigned by managemen

t.
Minimum Qualificati

• onsBachelor's degree in Accounting, Finance, or related field preferr
• ed.1–3 years of accounts payable or general accounting experien
• ce.Experience with NetSuite ERP preferr
• ed.Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Wo
• rd.Ability to navigate multiple software applications and accounting syste
• ms.Strong analytical, organizational, and problem-solving skil
• ls.Excellent attention to detail and accura
• cy.Effective verbal and written communication skil
• ls.Ability to prioritize workload, manage deadlines, and work independent

ly.
Physical Requirem

• entsAbility to sit for extended periods while performing computer-based w
• ork.Frequent standing and walking; occasional bending, stooping, and reach
• ing.Ability to occasionally lift and carry office supplies and materials up to 10 pou
• nds.Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust fo
• cus.Regular ability to communicate effectively through speaking and hear