Accounts Payable Clerk Job Description, Key Duties and Responsibilities

By | September 3, 2023
Accounts Payable Clerk job description, duties, tasks, and responsibilities
Accounts Payable Clerks pay and reconcile all approved expenditures for an organization. Image source:

This post provides complete information on the job description of an accounts payable clerk, to help you learn the work they do.

What Does an Accounts Payable Clerk Do?

An accounts payable clerk is the person who pays and reconciles all approved expenditures for an organization, and ensures all expenses are paid in due time.

The accounts payable clerk job description includes processing vendor payments and invoices.

It also entails providing accurate and prompt responses to both internal and external clients, and assisting in checking all invoices and statements for accuracy.

The individual will scan, code invoices, and cross references. He/she will ensure that approvals for all invoices are obtained.

He/she will maintain consistency in vendor’s database, and set up new vendors in the system.

He/she will liaise with vendors to obtain appropriate tax and account information.

The accounts payable clerk is responsible for identifying procurement opportunities based on AP spending. He/she will group vendors according to procurement standards.

He/she works under the supervision of a manager, where he/she plays the role of maintaining and compiling accounting records for all payable systems.

This includes working with service providers and vendors in order to reconcile purchase orders and to pay invoices by using electronic payment methods, or by writing checks; transactions are typically approved by a supervisor before payment is made.

The everyday duties of an accounts payable clerk may seem boring and rigid to the non-initiated, but without his contributions the engine oil of a company may run dry.

The first line of business for an Accounts Payable Clerk after receiving an invoice is to internally verify that the item(s) being billed were actually purchased and collected by the company.

He/she will also make sure that the amount in question is accurate.

He/she must also confirm any duties, tax, and other residual calculations. Once an invoice has been confirmed, the clerk then enters such into a master database for payment and archiving purposes.

The system used for this purpose may be an application as simple as Quicken software for smaller firms, or an enterprise solution of much greater complexity for larger companies.

Accounts Payable Clerk Job Description Example/Sample/Template

Presented below is an example of the accounts payable clerk’s job description. It contains vital tasks, duties, and responsibilities, which people who work as clerk in accounts payable offices usually perform.

  • Distribute signed checks as requested
  • Prepare garnishment checks for each report from payroll
  • Act as the middleman between branch accounts and corporate payable departments
  • Answer vendor questions and inquiries
  • Maintain spreadsheets, all accounts payable reports and corporate accounts payable files
  • Assist branch personnel and Corporate Financial Officers as necessary
  • Prepare cleared checks for storage
  • Processes and assemble overnight shipments to branches
  • Assist firm in monthly closings
  • Prepare analysis of accounts when required
  • Perform copying and filing
  • Perform other assigned duties
  • Verify entries and compare system reports to balances
  • Charge expenses to accounts centers by analyzing invoice cum expense reports
  • Record entries and prepare checks
  • Pay employees after verifying and receiving expense reports and requests for salary advances
  • Maintain accounting ledgers by posting and verifying account transactions
  • Maintain historical records by filing and microfilming documents
  • Disburse petty cash
  • Record entry and verify documentations
  • Protect and keep company information confidential
  • Update self-knowledge on the job by participating in educational opportunities.

Accounts Payable Clerk Job Description for Resume

The professional experience part of the resume for the accounts payable clerk’s position can be prepared by utilizing the job description sample given above.

Information from the job description assures the employer of your competence to hold the position.

Accounts Payable Clerk Requirements – Knowledge, Skills, and Abilities for Career Success

To be effective performing the tasks of an accounts payable clerk in an organization, the following are the knowledge, traits, and special abilities the individual should develop, which employers are looking for:

  • Data entry skills and speed at typing
  • Excellent attention to detail
  • Very detailed personality, with ability to work harmoniously in a team
  • Strong working knowledge of MS Word, Excel, Outlook, and other Microsoft Office tools
  • Knowledge of accounting software, including the application of MAS500
  • Excellent time management skills for carrying out tasks within schedule and accurately
  • Strong communication skills for relating with all levels of staff officially without misunderstanding of assignments
  • ability to communicate effectively both verbally and written with all levels of staff in the organization
  • Strong skills at solving problems and organizing assignment and events; ability to multitasks and deliver projects before deadline is reached.