Accounting Clerk

Job Title : Accounting Clerk

Job Summary

Under the general supervision of the VP of Finance, the Accounting Clerk is responsible for processing accounts payable and receivable transactions, maintaining accurate financial records, and providing administrative support to ensure the smooth operation of the finance department. This position plays a key role in invoice processing, reconciliations, and coordinating documentation related to customer billing, vendor payments, and logistics.

Key Responsibilities

Accounts Receivable (AR) :

Enter approved AR receipts into the accounting system.

Validate and post customer sales orders.

Generate and submit invoices, BOLs, and supporting documents to customers for payment processing.

Track short payments, discrepancies, and claim lost products.

Reconcile customer accounts and prepare periodic AR reports.

Accounts Payable (AP) :

Enter, scan, and upload approved vendor invoices.

Verify vendor invoices against purchase orders, receipts, and inventory records (including 3rd Party Storage facilities).

Maintain AP files and generate weekly lists of outstanding invoices.

Prepare, process, and upload approved payments and checks; assist with ACH vendor setups.

Update costing sheets and support weekly reconciliations.

Financial & Administrative Support :

Assist in weekly, monthly, and quarterly financial reporting, including sales reports and KPI tracking.

Maintain accurate documentation and electronic filing systems.

Sort and distribute incoming mail; prepare outgoing checks and correspondence.

Track and report credit card (AmEx) and shipping (FedEx) expenses.

Support payroll-related reporting by reviewing timecards and agency hours.

Logistics & Customer Coordination :

Input customer orders and confirm order details.

Generate product releases and BOLs for shipments from plant and 3rd Party Storage.

Book carriers, schedule delivery / pick-up appointments, and communicate with customers regarding shipments.

Track customer attainment shortages and provide explanations.

Other Duties :

Answer phones and provide general office support to the finance department.

Assist in maintaining scorecards, downtime tracking, and attainment reports.

Perform additional tasks as assigned by management.

Qualifications

High School Diploma or equivalent required; Associate’s degree in Accounting or Business preferred.

3–5 years of accounting clerk, accounts payable / receivable, or general bookkeeping experience.

Solid understanding of basic accounting principles and financial recordkeeping.

Proficiency in Microsoft Office (Excel, Word); experience with accounting software a plus.

Strong attention to detail and accuracy in data entry.

Ability to meet deadlines, prioritize tasks, and maintain confidentiality.

Effective communication skills for working with vendors, customers, and internal teams.

Skills & Competencies

High accuracy and organization in handling financial records.

Problem-solving ability when resolving invoice and payment discrepancies.

Strong interpersonal skills for collaborating with multiple departments.

Comfortable handling repetitive clerical tasks while maintaining focus.