fbpx Skip to main content

Senior Accounts Payable Clerk

Job Overview

The Senior Accounts Payable Clerk supports the smooth and accurate financial operations of a company by entering payable invoices into the accounting software, and by acting as an escalation path for juior staff. This role ensures that vendors are paid on time and that the company maintains positive relationships with them. Additionally, this role provides critical data for financial reporting and analysis, allowing for informed business decisions.

Organizational Impact

The Senior Accounts Payable Clerk plays a critical role in ensuring that the organization's financial obligations are met in a timely and accurate manner. Their responsibilities include processing invoices, reconciling accounts, and managing vendor relationships. The impact of this job on the organization includes:

1. Financial Stability: The Senior Accounts Payable Clerk ensures that the organization's bills are paid on time, which helps maintain financial stability and avoid late fees or penalties.

2. Vendor Relationships: The Senior Accounts Payable Clerk manages relationships with vendors, ensuring that payments are made promptly and accurately. This helps to build trust and maintain positive relationships with suppliers.

3. Compliance: The Senior Accounts Payable Clerk ensures that all financial transactions are in compliance with company policies and procedures, as well as regulatory requirements. This helps to mitigate financial risks and maintain the organization's reputation.

4. Efficiency: The Senior Accounts Payable Clerk streamlines the accounts payable process, reducing the time and effort required to manage financial transactions. This helps to improve efficiency and reduce costs.

Overall, the Senior Accounts Payable Clerk plays a critical role in maintaining the financial health and stability of the organization, while also ensuring compliance with regulatory requirements and building positive relationships with vendors.

Key Systems

- Accounting software (e.g. QuickBooks, SAP)

- Microsoft Excel

- Electronic payment systems (e.g. ACH, wire transfers)

- Document management systems (e.g. SharePoint, Google Drive)

- ERP systems (e.g. Oracle, NetSuite)


Inputs

- Invoices and bills from vendors

- Purchase orders and receipts from internal departments

- Communication with vendors and internal departments regarding payment status and discrepancies

- Accounting software and systems for data entry and processing

- Company policies and procedures for accounts payable processes and approvals


Outputs

- Process and verify invoices for payment

- Reconcile vendor statements and resolve discrepancies

- Maintain accurate records of accounts payable transactions

- Communicate with vendors and internal departments regarding payment status and issues

- Assist with month-end closing and other accounting tasks as needed


Activities

  • Review invoices for coding accuracy and approvals prior to entering the data
  • Assign standard, non-time sensitive invoices for data entry.
  • Profile entered invoices to the next assignment level for processing.
  • Verify accuracy of data entry; correct errors if found, and assign the documents for processing.
  • Research vendor statements; request missing invoices and assign them to the appropriate party for processing.
  • Acquire W-9’s from Vendors and profile them accordingly.
  • Knowledge of all AP processes, sufficient to perform duties without direct supervision.

Recommended Items

  • Detailed job description outlining responsibilities and expectations
  • Standard operating procedures for accounts payable processes
  • Access to accounting software and training on how to use it effectively
  • Guidelines for vendor management and communication
  • Documentation on company policies and procedures related to financial transactions and record
  • keeping.

Content Examples

  • Accounts payable reports and summaries
  • Vendor payment records and statements
  • Expense reports and reimbursement requests
  • Purchase order documentation and tracking
  • Audit and compliance documentation for financial records

Sample Event-Driven Tasks

- Process invoices received from vendors and ensure accuracy of information

- Reconcile vendor statements and resolve any discrepancies

- Prepare and process weekly check runs for payment to vendors

- Respond to vendor inquiries regarding payment status and resolve any issues

- Assist with month-end close activities, including accruals and account reconciliations


Sample Scheduled Tasks

- Review and process invoices for payment on a weekly basis

- Reconcile vendor statements and resolve any discrepancies on a monthly basis

- Prepare and submit monthly expense reports for company credit cards

- Assist with month-end close by ensuring all accounts payable transactions are recorded accurately and timely

- Respond to vendor inquiries and resolve any payment issues in a timely manner


Sample Infill Tasks

- Review and process invoices for payment

- Reconcile vendor statements and resolve discrepancies

- Maintain accurate records of accounts payable transactions

- Communicate with vendors to resolve payment issues

- Assist with month-end closing and reporting activities


Skip to content