AP Expense Clerk

The AP Expense Clerk is responsible for performing accounts payable functions, including processing invoices, debit memos, and credit memos; issuing vendor payments; and reconciling vendor statements with system account balances. This role also supports the resolution of invoice discrepancies.  

• Process expense invoices, credit memos and debit memos in MIS
• Places holds on invoices when discrepancies occur; researches and resolves discrepancies between invoices and purchase orders and receivings as appropriate
• Requests proof of delivery for invoices when orders have not been received
• Writes debit memos for shipping shortages or billing errors
• Runs Weekly Select report for list of invoices due for payment; prints and mails checks to respective vendors
• Runs Select report for list of invoices due to buying group vendors; emails monthly payment to buying group and mails remittance advices to vendors
• Reviews monthly vendor statements for missing invoices and/or credit memos
• Reconciles accounts payable aging items to general ledger
• Reviews open purchase orders; locates unpaid invoices and takes corrective action
• Files invoices and supporting documentations
• Maintains vendor records with correct and up to date information

• Minimum of 1 year of Accounts Payable experience required; 3+ years preferred
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Strong written communication skills, including the ability to prepare routine reports and correspondence
• Clear verbal communication skills with the ability to effectively present information to customers and employees
• Proficiency in basic mathematical calculations, including discounts, interest, commissions, proportions, and percentages
• Working knowledge of basic algebra concepts
• Strong problem-solving skills with the ability to manage a variety of variables in situations with limited standardization
• Ability to interpret and follow instructions provided in written, oral, diagram, or schedule form
• Proficient in operating computers, 10-key calculators, and standard office equipment
• Ability to understand and adhere to workplace policies, procedures, and guidelines
• Proficiency in Microsoft Excel and other Microsoft Office applications