Accounts Payable (Ap Clerk)

Summary

Under the general supervision of the Controller , the Accounts Payable (AP) Clerk is responsible for the timely and accurate processing, monitoring, and recording of all company expenditures. This role is crucial to maintaining strong vendor relationships and ensuring the financial integrity of the company's ledger.

Key Responsibilities

The AP Clerk's primary responsibilities include, but are not limited to, the following functions :

Invoice and Payment Processing :

Review, verify, code, and process all vendor invoices and payment requests, ensuring proper authorization, required documentation, and accurate general ledger account classification.

Prepare and execute weekly check runs (or electronic fund transfers - EFTs ), and manage emergency payment requests as needed.

Monitor aging payables to ensure timely disbursement and take advantage of available payment discounts.

Vendor Management & Support :

Serve as the primary point of contact for vendor communications, efficiently researching and resolving all payment, billing, or statement inquiries.

Reconcile vendor statements against the company's records to ensure completeness and accuracy.

Maintain organized and accessible digital and physical filing systems for all paid and unpaid invoices, contracts, and supporting documentation.

Accounting & Reporting :

Accurately post invoices, payments, and adjustments within the company's accounting software.

Assist with month-end and year-end closing procedures, including preparing accruals and running necessary reports.

Prepare and process Form 1099 filings annually.

Process Improvement :

Identify and recommend opportunities to improve efficiency, accuracy, and control within the AP process.

General Support :

Perform other administrative and accounting duties as assigned by the Controller.

Qualifications

Required Experience and Skills

Education : High school diploma or equivalent.

Experience : 1-2 years of proven experience in an Accounts Payable or general accounting role.

Software Proficiency : Advanced knowledge of and experience with accounting software, specifically QuickBooks . Strong skills in Microsoft Excel and other standard office applications.

Financial Acumen : Solid working knowledge of basic bookkeeping principles, accounting procedures, and expense control practices.

Customer Service : Prior experience providing excellent internal and external customer service, with a focus on professional communication and issue resolution.

Work Ethic : Strong attention to detail, organizational skills, and the ability to work extended hours as necessary, especially during peak financial or closing periods.

Preferred Experience and Skills

Prior experience working in the fuel, energy, or logistics industry.

Familiarity with industry-specific software such as ServiceTitan, Blue Cow or Ignite .

Bilingual proficiency (reading, writing, and speaking) in English and Spanish .

Supervision

The Accounts Payable Clerk reports directly to the Controller . This position has no supervisory responsibilities.