Accounts Payable Clerk

Summary
The Accounts Payable Clerk will perform a variety of tasks with a high level of detail to deliver accuracy on processing invoices, managing payments to vendors, reconciling accounts payable transactions, processing expense reports and assisting the Staff Accountant on any other related tasks.

Duties

• Accurately process Data Entry and Data processing in a timely manner for Accounts Payable Department utilizing the following but not limited to, Sage Intacct, Microsoft products, Dash (Next Gear) and other Online platforms and applications.
• Invoice printing, invoice coding, invoice entry, check writing/distribution, vendor communications, reconciliations of invoices, revolving accounts, and inventory, invoice/receipt distribution.
• Processing Unpaid Bills Reporting; Prepares weekly check-run (settlement) reports for Controller and Owner review and processing.
• Responsible for processing weekly check-runs via Bank Checks and ACH payment methods.
• Establishment of New Accounts/Vendors and Management/Maintenance of Existing Accounts/Vendors. This includes managing Insurance Certificates, W-9’s, Subcontractor Agreements, Background Screening Authorization, and additional documents needed for compliance per the Subcontract Agreement.
• Daily Reporting into Databases; Sage Intact, Next Gear/Dash and Access.
• Daily & Monthly reconciliation for all vendor commercial accounts.
• Monthly Production processing; including report processing, data verification/validation, report prepping, data entry and disbursements.
• Respond timely to inquiries from vendors, customers, and/or employees. Perform proper research to resolve any concerns or discrepancies.
• Work with Office & Field Staff to validate AR/AP transactions as needed.
• Assist Company Accountant in matters related to our AP; Distributing 1099s, Exporting QB files, handling AP telephone calls, handling routing correspondence as needed.
• Perform Administrative Duties and other duties as needed and/or requested by Staff, Controller and Owners.
• Complete all required training in a timely manner. Training sources include internal operations, TPA Companies, Insurance Carriers, web-based applications, software systems, IT support and any other necessary training required to operate systems and perform our expected job duties.
• Manage credit card transactions by ensuring all expenses are properly documented with receipts and accurately recorded. Review, code, and allocate expenses to the correct accounts, departments, and jobs while maintaining compliance with company policies.
• Perform monthly credit card reconciliations, investigate discrepancies, and follow up on missing or incorrect charges.
• Additional job duties as assigned

• Knowledge of accounting principles and AP systems, including invoice processing and expense management.
• Effective communication and interpersonal skills to provide excellent customer service for vendors and internal stakeholders.
• Ability to prioritize tasks, meet deadlines, and manage high-volume transactions.
• Computer proficiency in Microsoft Office Word and Excel.
• Strong attention to details and accuracy.
• Experience with Sage Intacct 100 Is preferred.
• Ability to work within a team environment.

Education and/or Experience:

• High school diploma or GED required.
• Associate or bachelor’s degree in accounting or related field preferred.
• Minimum of one (1) year of experience in Accounts Payable or a similar position.