Accounts Payable Clerk

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Position : Accounts Payable Clerk

Working Schedule : 8a5p CST

Salary Range :USD/ month (the final salary will be determined by the candidate's level of experience and at the discretion of the client)

Position Overview

The Accounts Payable Clerk is responsible for managing the accounts payable functions for IB Supply and affiliated companies. This role requires meticulous attention to detail effective communication with vendors and proficiency in NetSuite ERP for processing transactions. The ideal candidate will thrive in a fastpaced environment ensuring timely and accurate payment processing while supporting the financial health of the organization.

Key Responsibilities (Daytoday)

1. Accounts Payable Management:

• Process and record vendor invoices in NetSuite ensuring accurate coding to appropriate accounts and departments.
• Match invoices with purchase orders and shipping documentation verifying accuracy and resolving discrepancies.
• Monitor payment schedules and due dates to ensure timely vendor payments avoiding late fees and maintaining strong supplier relationships.
• Review and reconcile vendor statements identifying and resolving discrepancies promptly.
• Process electronic fund transfers (EFTs) ACH payments wire transfers and check payments in compliance with company policies.

2. Vendor Relations:

• Communicate with domestic and international vendors to address billing inquiries request updated statements and resolve payment issues.
• Collaborate with procurement and logistics teams to ensure seamless processing of invoices and payments.
• Maintain accurate vendor records in NetSuite including payment terms banking details and contact information.

3. Inventory and Cost Management:

• Verify landed cost components (e.g. freight duties tariffs) for accurate assignment to inventory items in NetSuite.
• Work closely with the procurement team to track and allocate expenses related to imported goods.
• Reconcile purchase orders receipts and vendor invoices to ensure accurate inventory cost tracking.

4. Expense Reporting:

• Audit and process employee expense reports in compliance with company policies ensuring proper documentation and approvals.

5. MonthEnd and YearEnd Close:

• Assist with monthend and yearend closing processes by providing accounts payable reports and supporting documentation.
• Reconcile the AP subledger to the general ledger identifying and resolving discrepancies.

6. Compliance and Documentation:

• Maintain organized and uptodate accounts payable files and documentation for audit purposes.
• Ensure compliance with company policies accounting standards and regulatory requirements.

7. ERP System Utilization (NetSuite):

• Utilize NetSuite for all APrelated processes including invoice entry payment processing and reporting.
• Run periodic AP aging reports to monitor outstanding balances and ensure proper cash flow management.
• Collaborate with IT and finance teams to suggest and implement NetSuite improvements to enhance efficiency.

8. Other Duties as Assigned:

• Process incoming mail including depositing and posting checks received.

Qualifications and Skills

Education:

• High school diploma or GED required; an associate or bachelor’s degree in accounting finance or a related field preferred.

Experience:

• 2 years of accounts payable experience preferably in a distribution or import/export environment.
• Experience with NetSuite ERP is highly desirable.

Skills:

• Strong understanding of accounting principles and AP processes.
• Proficiency in Microsoft Office particularly Excel for financial reporting and data analysis.
• Excellent attention to detail and organizational skills.
• Effective verbal and written communication skills including the ability to interact professionally with international vendors.
• Ability to work independently and collaboratively in a team environment.
• Excellent time management skills with a strong sense of urgency.

Additional Preference:

• Familiarity with international trade terms such as Incoterms and an understanding of importrelated costs (e.g. tariffs duties and freight).
• Ability to manage multiple priorities and meet deadlines in a dynamic business environment.
• Knowledge of GAAP and best practices for accounts payable in a distribution or wholesale context.