Accounting Clerk

JOB SUMMARY:

We are seeking a dedicated and detail-oriented Accounting Clerk to join our team. This role is crucial in supporting our financial operations by verifying, processing, coding, and reconciling invoices. The Accounting Clerk will work closely with vendors and internal departments to resolve purchase orders, invoices, and payment discrepancies promptly and accurately.

 Essential Duties and Responsibilities:

Invoice Management:

• Verify invoices against purchase orders and receiving reports to confirm pricing, quantities, and terms.
• Enter invoices into the accounting system, ensuring accurate coding to appropriate accounts and departments.
• Route invoices for approval in accordance with company policies and follow-up to prevent processing delays.

Vendor and Payment Processing:

• Process payments for approved invoices via checks, ACH, or wire transfers while adhering to payment schedules.
• Monitor early payment discount opportunities and coordinate payments to maximize savings.
• Ensure vendor payment terms are followed to maintain good standing and prevent penalties.

Discrepancy Resolution:

• Investigate and resolve issues related to invoice discrepancies, missing documentation, or mismatched quantities.
• Communicate with vendors, purchasing, and receiving departments to address unresolved discrepancies.
• Document all resolution efforts for internal reference and audit purposes.

Reconciliation:

• Perform monthly reconciliations of vendor statements, identifying and correcting discrepancies.
• Assist in reconciling general ledger accounts related to accounts payable and accounts receivable.

Accounts Receivable Management:

• Record and apply customer payments accurately, including checks, ACH transfers, and credit card transactions.
• Investigate unapplied funds and resolve discrepancies with customers to ensure accurate account balances.
• Generate and send invoices to customers as needed, ensuring timely billing practices.

Customer and Vendor Relations:

• Respond to vendor and customer inquiries promptly, providing detailed explanations and resolutions.
• Build and maintain professional relationships to facilitate smooth operations and communication.

Recordkeeping and Compliance:

• Maintain organized records of invoices, payments, and correspondence for audit readiness and future reference.
• Ensure all financial processes adhere to company policies, accounting standards, and regulatory requirements.
• Participate in audits by providing the required documentation and assisting with inquiries.

Month-End and Year-End Processes:

• Assist with closing activities, including preparing journal entries and reconciling accounts.
• Ensure all invoices and payments are processed within the proper accounting period.

Cross-Functional Collaboration:

• Partner with internal teams, such as purchasing and receiving, to address operational inefficiencies.
• Assist in developing and implementing process improvements to streamline workflows.

Ad-Hoc Responsibilities:

• Prepare financial reports and summaries as requested by management.
• Support special projects, such as system upgrades or process redesigns.
• Stay updated on industry best practices and provide recommendations for enhancing efficiency.

QUALIFICATION REQUIREMENTS: 

• Experience: 1-2 years of experience in Accounts Payable/Receivable or similar roles.
• Technical Skills: Proficient in Microsoft Office Suite (Excel and Word); experience with ERP software, D365 Business Central preferred.
• Communication: Strong verbal and written communication skills for professional interaction with vendors, customers, and colleagues.
• Problem-Solving: Ability to investigate and resolve issues using logical reasoning and analytical skills.
• Attention to Detail: High level of accuracy and attention to detail in processing financial transactions.
• Organizational Skills: Proven ability to manage multiple priorities and deadlines effectively.
• Teamwork: Collaborative attitude with the ability to work independently when required.
• Adaptability: Capable of thriving in a dynamic, fast-paced environment with frequent interruptions.