Accounts Payable Clerk

ACCOUNTS PAYABLE CLERK

Job Description

The Accounts Payable Clerk is responsible for supporting the dealership's accounting and administrative operations by accurately processing vendor invoices, maintaining accounts payable records, reconciling statements, and ensuring payments are processed in a timely manner. This position works closely with dealership management, accounting, parts, service, sales, and vendors to maintain accurate financial records and resolve invoice and payment discrepancies.

The Accounts Payable Clerk will handle a variety of accounting and administrative duties associated with the day-to-day operations of a powersports dealership. The ideal candidate is organized, detail-oriented, dependable, professional, and able to maintain confidentiality while working with financial information.

This position reports to the Office Manager, Controller, or other designated accounting supervisor.

Compensation & Employment Information

• Position: Accounts Payable Clerk
• Location: Reno, Nevada
• Employment Type: Full-Time
• Classification: Non-Exempt
• Pay Range: $18.00 – $28.00 per hour DOE
• Schedule: Monday - Friday 7:30am - 4:00pm 
• Benefits: Medical, Dental and Vision, 401K Plan

The stated pay range represents the anticipated range for this position. Actual compensation may vary based on qualifications, experience, skills, and other lawful business considerations.

Qualifications

• High school diploma or equivalent preferred.
• Previous accounts payable, bookkeeping, accounting, or office administration experience preferred.
• Working knowledge of Microsoft Office, particularly Excel and Outlook.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Professional and dependable.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality of financial and business information.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work effectively with vendors, customers, and dealership employees.
• Ability to identify discrepancies and follow through to resolution.
• Ability to work independently while contributing positively to a team environment.

Experience

• Previous accounts payable or general accounting experience preferred.
• Experience processing invoices and vendor statements preferred.
• Experience with electronic payment systems and accounting software preferred.

Essential Duties & Responsibilities

• Receive, review, code, and process vendor invoices in a timely and accurate manner.
• Match invoices with purchase orders, receiving documents, and other supporting documentation when applicable.
• Verify invoice amounts, vendor information, tax, freight, discounts, and payment terms for accuracy.
• Enter invoices and related information into the dealership management or accounting system.
• Maintain accurate accounts payable records and vendor files.
• Maintain and update vendor lists.
• Review vendor statements and reconcile outstanding balances.
• Research and resolve invoice discrepancies, duplicate invoices, missing documentation, and payment issues.
• Communicate with vendors regarding invoices, account balances, payment status, and discrepancies.
• Prepare accounts payable batches, check runs, ACH payments, or other approved payment transactions.
• Obtain appropriate approvals before processing payments.
• Maintain documentation supporting all payments and accounting transactions.
• Monitor accounts payable aging and assist with ensuring invoices are paid according to approved payment terms.
• Respond to vendor inquiries in a professional and timely manner.
• Assist with month-end and year-end accounts payable procedures.
• Reconcile accounts payable records to the general ledger as assigned.
• Assist with collecting and maintaining vendor W-9s and other required vendor documentation.
• Assist with 1099 preparation and related year-end reporting as assigned.
• Review and maintain accurate vendor contact and payment information.
• Protect confidential financial, banking, payroll, customer, and vendor information.
• Assist with researching payment discrepancies and unapplied or unidentified transactions.
• Process credits, refunds, debit memos, and other vendor adjustments as assigned.
• Assist with manufacturer, parts, service, flooring, warranty, and other dealership-related invoices as applicable.
• Maintain organized electronic and paper accounting records in accordance with company procedures.
• Assist management and the accounting department with audits, reconciliations, and financial reporting requests.
• Follow established internal controls and company accounting procedures.
• Report suspected errors, irregularities, or potential fraudulent activity to the appropriate supervisor.
• Maintain professional communication with dealership employees, vendors, and other business partners.
• Maintain a clean, organized, and professional work area.
• Protect company assets and confidential information.
• Follow all applicable company policies and procedures.
• Maintain knowledge of applicable accounting procedures and dealership processes.
• Perform other duties as assigned.

Physical Requirements

This position is primarily an office and dealership accounting position. The employee must be able to sit, stand, walk, use a computer and telephone, communicate effectively, and perform routine office activities for extended periods.

The position may occasionally require walking through the dealership, parts department, service department, or other areas of the facility. Employees may occasionally need to lift or move boxes, files, office supplies, or other materials weighing up to approximately 25 pounds, with or without reasonable accommodation.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

This position is primarily performed in an indoor dealership and office environment. The employee may occasionally be exposed to typical dealership conditions, including moderate noise, vehicle and equipment activity, and movement between office, parts, service, and showroom areas.

The employee is expected to follow all dealership safety policies and procedures and use appropriate caution when entering service, parts, or vehicle areas.

Equal Employment Opportunity

We are an Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, color, religion or religious creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin or ancestry, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

We are committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with applicable law. Applicants who require a reasonable accommodation during the application or hiring process may contact the hiring manager.

Employment decisions are based on qualifications, business needs, and other lawful considerations.

Employment Authorization

Candidates must be legally authorized to work in the United States. Employment eligibility will be verified in accordance with applicable federal law.

Additional Information

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Duties and responsibilities may be changed or assigned as business needs require.

Employment is subject to applicable company policies and procedures and all applicable federal, state, and local laws.