Accounts Payable Clerk
An Accounts Payable Clerk is responsible for processing invoices and issuing payments on behalf of the company. They maintain financial records and ensure that payments are made accurately and on time.
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Sample Job Descriptions for Accounts Payable Clerk
Below are the some sample job descriptions for the different experience levels, where you can find the summary of the role, required skills, qualifications, and responsibilities.
Junior (0-2 years of experience)
Summary of the Role
The Accounts Payable Clerk position requires managing financial records and processing payments to vendors and suppliers in a timely and accurate manner. Individuals in this role typically work in an office setting and utilize accounting software to track and manage financial transactions.
Required Skills
- Proficiency in accounting software
- Strong organizational skills
- Ability to prioritize and multitask
- Excellent communication and interpersonal skills
- Data entry skills along with a knack for numbers
Qualifications
- Proven working experience as an Accounts Payable Clerk or in similar financial roles
- Good understanding of basic bookkeeping and accounting principles
- High degree of accuracy and attention to detail
- Diploma in Finance, Accounting or Business Administration or equivalent
Responsibilities
- Review and verify invoices and check requests
- Sort, code, and match invoices
- Set invoices up for payment and enter data into the accounting software
- Prepare and process electronic transfers and payments
- Prepare and perform check runs
- Post transactions to journals, ledgers, and other records
- Reconcile accounts payable transactions
- Monitor accounts to ensure payments are up to date
- Research and resolve invoice discrepancies and issues
- Maintain vendor files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
- Assist with month-end closing
- Provide supporting documentation for audits
Intermediate (2-5 years of experience)
Summary of the Role
As an intermediate Accounts Payable Clerk, you will be responsible for handling the company's bills and managing its accounts payable ledger. You will ensure that all the company's invoices are verified, processed, and recorded accurately in a timely manner.
Required Skills
- Time management and the ability to prioritize tasks
- Strong organizational skills
- Effective communication skills
- High level of accuracy and attention to detail
- Proficient with accounting software and databases
- Ability to maintain confidentiality regarding financial matters
Qualifications
- Proven working experience as an accounts payable clerk
- Solid understanding of basic bookkeeping and accounting payable principles
- Proven ability to calculate, post and manage accounting figures and financial records
- Data entry skills along with a knack for numbers
- Hands-on experience with spreadsheets and proprietary software
- Proficiency in English and in MS Office
- Customer service orientation and negotiation skills
- High degree of accuracy and attention to detail
- BS degree in Finance, Accounting or Business Administration is preferred
Responsibilities
- Review and verify invoices and check requests
- Sort, code, and match invoices set up for payment
- Enter and upload invoices into system
- Prepare and perform check runs
- Track expenses and process expense reports
- Prepare and process electronic transfers and payments
- Post transactions to journals, ledgers, and other records
- Reconcile accounts payable transactions
- Monitor accounts to ensure payments are up to date
- Research and resolve invoice discrepancies and issues
- Maintain vendor files
- Correspond with vendors and respond to inquiries
- Provide supporting documentation for audits
Senior (5+ years of experience)
Summary of the Role
We are seeking a seasoned Accounts Payable Clerk to manage and streamline our invoice processing and payments system. The ideal candidate will have a strong understanding of accounting principles, proven experience in accounts payable, and the ability to handle multiple tasks in a fast-paced environment. The role requires attention to detail, strong organizational skills, and a commitment to maintaining accuracy in financial records.
Required Skills
- Advanced proficiency in MS Excel and accounting software.
- Excellent numerical and analytical skills.
- Strong problem-solving abilities and attention to detail.
- Effective time management and organizational skills.
- Capability to work independently and as part of a team.
- Knowledge of Generally Accepted Accounting Principles (GAAP).
Qualifications
- Bachelor's degree in Accounting, Finance, or a related field.
- Minimum of 5 years of experience in an accounts payable role.
- Familiarity with accounting software and financial management systems.
- Experience with corporate tax laws and regulations relevant to accounts payable.
- Strong verbal and written communication skills.
- Proven ability to maintain confidentiality regarding financial and employee matters.
Responsibilities
- Process, verify, and reconcile a high volume of invoices and payment requests.
- Ensure all payments are completed on time and in accordance with internal policies and external regulations.
- Maintain detailed records of all accounts payable transactions, including correspondence and documentation.
- Collaborate with vendors, procurement, and finance teams to resolve any discrepancies and enhance payment procedures.
- Assist with month-end closing procedures and provide support during audits.
- Train and mentor junior accounts payable staff members and help solve complex payment issues.
- Continuously work on process improvement in the accounts payable area.
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