Accounts Payable Clerk

Description

SUMMARY:

The Accounts Payable Clerk is responsible for the accurate and timely processing of vendor invoices and

payments in accordance with company policies. The role also supports the Accounting/Finance department

with clerical duties and maintains efficient organization of accounting files and records. This position is temporary, with the possibility of permanent placement.

ESSENTIAL FUNCTIONS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily

with or without accommodation. The requirements listed below are representative, but not all inclusive, of

the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals

with disabilities to perform the essential job functions.

• Set-up and maintain up-to-date vendor information, including tax documentation (e.g., W-9 forms).
• Scan and upload vendor invoices into Tipalti (Accounts Payable Automation platform).
• Audit and verify supporting documents for invoice processing.
• Verify accurate GL coding for all invoices.
• Assist with processing payments through Tipalti and other payment methods.
• Ensure accuracy in processing invoices and payments.
• Collect and upload all invoices associated with vendor-initiated payments.
• Respond to inquiries from vendors, employees, and contractors regarding payments.
• Proactively resolve discrepancies with vendors regarding billing errors or payment issues.
• Maintain organized files and records per company procedures.
• Receive, sort, and distribute accounting mail and respond to emails.
• Foster strong vendor relationships to ensure invoice accuracy and timely payment.
• Order and maintain inventory of office supplies.
• Process outgoing checks for mailing and pickups.
• Review and process employee expense reports for accuracy and policy compliance.
• Maintain professional appearance and demeanor aligned with company policies.
• Communicate work progress and potential issues to the direct supervisor.
• Ensure compliance with State, Federal, and company regulations.
• Assistance with annual processing of 1099’s.
• Assists in reconciling vendor accounts to ensure all invoices are accurately paid, with no outstanding
• balances, underpayments, or overpayments remaining.
• Assist with month-end financial close activities, including preparing accruals and reconciling accounts
• payable ledgers.
• Assist in gathering documents and supporting schedules for internal and external audits.
• Suggest improvements to AP processes and workflows, and assist in system updates or automation
• initiatives.
• Perform other duties as assigned by management.

Requirements

QUALIFICATIONS:

REQUIRED:

• At least two or more years of related work experience.
• Equivalent to high school diploma or general education degree (GED).
• Basic knowledge of Word and Excel.

DESIRABLE:

• Associates or Bachelor’s Degree in Accounting or Finance.
• Basic knowledge of Care Cloud application.
• Experience in the Ophthalmic industry.

CERTIFICATES/LICENSES/REGISTRATIONS:

N/A.

KNOWLEDGE/SKILLS/ABILITIES/TALENTS:

• Understanding of explanation of benefits (EOBs), electronic fund transfers (EFTs) and electronic remittance advices (ERAs).
• Strong typing and data entry skills by touch; 10-key skills by touch.
• Ability to analyze account discrepancies and resolve issues efficiently.
• Results Oriented (Energetic self-starter; sets realistic goals; meets commitments; persistent, prioritizes daily to achieve results).
• Ability to work independently and collaboratively.
• Customer Service Advocate (flexible and adaptive; empathetic; passionate; ethical).
• Detailed; organized and structured; comprehensive knowledge of all operational processes; computer proficient.
• Ability to respond to common inquiries from customers, staff, vendors, or other members of the community.
• Ability to draw valid conclusions, apply sound judgment in making decisions, and to make decisions under pressure; ability to interpret and apply policies and procedures.
• Must address others professionally and respectfully by actions, words and deeds.
• Displays independent judgment by willingness to make timely and accurate decisions based on available information that is sometimes vague or limited in nature.
• Ability to multitask effectively and work in a sometimes ambiguous environment, without compromising quality of work.
• Ability to prioritize tasks and projects with limited direction, while understanding and contributing to the success of the clinic.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters

while performing the essential functions of this job.

• This is primarily an office classification. Temperature conditions are controlled with limited direct exposure to hazardous physical substances. The noise level in the work environment is usually low to moderate.
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, keyboard, handle, or feel, reach with hands and arms, see, talk and hear. The employee will frequently lift and/or carry reports, records and other materials that typically weigh less than 20 pounds. The employee is occasionally required to stoop, kneel, bend, or crouch.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, calculator, and other standard office equipment.