Accounts Payable Clerk

Accounts Payable Clerk

POSITION SUMMARY

Accounts Payable Clerk is responsible for processing, reviewing, and maintaining accurate accounts payable records and financial transactions for the organization. This position ensures timely payment of invoices, compliance with company policies and accounting procedures, and supports month-end close activities. The Accounts Payable Clerk works closely with vendors, internal departments, and the accounting team to maintain accurate financial records and efficient payment operations within the company.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Review, verify, and process vendor invoices, employee expense reports, company credit card charges, and other payment requests in a timely and accurate manner

Perform data entry and maintain accurate accounts payable records, vendor files, and supporting documentation in accordance with company policies, accounting standards, and audit requirements.

Match invoices with purchase orders, receipts, and other supporting documentation while ensuring proper approvals and accurate general ledger coding.

Obtain and coordinate necessary accounting, project, and departmental information from project managers, department managers, and other internal stakeholders to support invoice processing and payment approvals.

Monitor invoice approval status and follow up with internal departments to ensure timely processing and payment of outstanding invoices.

Receive, research, and resolve internal and external inquiries related to invoices, payments, supplier account balances, expense reports, and other accounts payable matters.

Prepare and process weekly cash disbursements for the company and its subsidiaries, including checks, ACH payments, customer refunds, service deposit refunds, annual developer advances, and other imported voucher payments through the accounting system.

Promptly respond to bank exception notices, payment discrepancies, and other disbursement-related issues as they occur.

Process voided checks and maintain accurate related payment records within the accounting software and banking systems.

Assist with accounts receivable support functions by collecting required billing information, preparing invoices, and monitoring outstanding account balances as needed.

Prepare, maintain, and electronically retain all required weekly, monthly, year-end, and audit-related accounts payable reports and documentation.

Complete accounts payable month-end and year-end closing activities within established deadlines, including review of appropriate general ledger accounts and the corresponding account reconciliations, accruals, and reclassifications.

Assist with internal and external audits by preparing schedules and supporting documentation.

Prepare and distribute annual 1099 reports in compliance with federal and state regulations.

Process incoming and outgoing mail for the accounting department.

Support continuous improvement of accounts payable processes, internal controls, and workflow efficiencies.

Maintain confidentiality of financial, vendor, customer, and employee information.

Perform additional duties and responsibilities as assigned

REQUIRED QUALIFICATIONS

Associate degree in Accounting, Finance, Business Administration, or related field.

Minimum of 2 years of accounts payable or accounting experience.

Knowledge of accounting principles, accounts payable processes, and financial recordkeeping.

Intermediate proficiency in Microsoft Office applications required, including Excel and Outlook, with the ability to create spreadsheets, utilize formulas, sort and filter data, and perform basic reporting functions.

Strong organizational skills and attention to detail.

Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Strong written and verbal communication skills.

Ability to work independently and collaboratively with internal departments and vendors.

PREFERRED QUALIFICATIONS

Experience in a utility or water company environment.

Experience using Peoplesoft or accounting systems.

Experience with month-end close and account reconciliations.

Understanding of purchasing and inventory processes.

PHYSICAL REQUIREMENTS

Sedentary:

Ability to sit for extended periods while working on a computer

May involve walking or standing for brief periods of time

Exerting up to 10lbs of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects including the human body

WORKING CONDITIONS

Primarily office-based work environment

May require extended hours during audits, month-end close, or year-end reporting periods

Artesian is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination. Employment decisions are made without regard to race, color, religion, sex (including pregnancy), gender identity or expression, sexual orientation, parental status, national origin, age, disability, genetic information (including family medical history), veteran or military status, or any other characteristic protected by applicable federal, state, or local laws.