Accounts Payable Clerk

Accounts Payable Clerk

Santa Ana, California 

 

Job Summary: 

This role will include but not limited to: 

The Accounts Payable Clerk manages and maintains the company's accounts payable ledger, ensuring that all vendor invoices and employee reimbursements are processed accurately and timely. This role includes handling vendor payments are executed efficiently and in compliance with company policies. Other Ad-Hoc assignments may be assigned. 

 

Key Responsibilities: 

1. Invoice Processing: 

   - Receive, review, and verify vendor invoices. 

   - Match invoices to purchase orders, packing slips, proof of deliveries, etc. 

   - Ensure proper coding

   - Enter invoices into the accounting system for payment processing. 

·      Open or pending issues should be addressed in a timely manner. If an issue has been outstanding for over three days (from the email's date), the Accountant emails the purchase manager or procurement and copy the accounting manager on why the issue has not been resolved and include the expected timing to close the issue. The resolution will focus on correct accounting and vendor satisfaction. 

 

2. Accounts Payable Management/Payment Processing: 

   - Prepare and process electronic transfers and payments by check. 

   - Monitor accounts to ensure payments are up to date. 

   - Resolve invoice discrepancies and issues with vendors. 

   - Reconcile Accounts Payable ledgers to ensure that all payments are accounted for and properly posted (Tie out AP sub-ledger to the GL) 

 

3. Investigate and resolve any discrepancies or issues identified during reconciliations. 

   - Ensure that all bank transactions are recorded accurately and in a timely manner. 

 

4. Vendor Management: 

   - Maintain and update vendor files in SAP, including contact information and payment terms, financing late fees, any special terms, etc.  SAP should represent the intent of the contract with the vendors. 

   - Communicate timely with vendors regarding invoices and payment inquiries. 

   - Establish and maintain positive relationships with vendors. 

 

5. Expense Reporting: 

   - Review and process employee expense reports abiding SIE’s travel policy 

(e.g.: 2.0 – 2.6; SIEA (Americas) Travel Related Policy). 

   - Verify supporting documentation and ensure compliance with company policies. 

 

6. Record Keeping: 

   - Maintain accurate and organized accounts payable records. 

   - Ensure that all documentation is filed properly and accessible for audit purposes. 

 

7. Compliance and Controls: 

   - Adhere to company policies and procedures related to accounts payable. 

   - Assist with the implementation and maintenance of internal controls to ensure the accuracy and reliability of financial data. 

   - Review royalties, and other agreements/contracts, and ensure the payout is properly calculated accordingly by the contract/agreement. 

   - Ensure proper GL allocation for company reimbursements, expenses, etc. 

 

8. Reporting and Documentation: 

   - Assist in the preparation of accounts payable reports and analyses. 

   - Provide support during month-end and year-end closing processes. 

   - Assist on ad-hoc projects as assigned 

   - Write up SOP and maintain constant update of the procedures on a regular basis to reflect that the correct changes that are being made/implemented 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Qualifications: 

- Education: High school diploma or equivalent; Associate's degree or Bachelor’s degree in Accounting or equivalent; 

- Experience: Proven experience as an Accounts Payable Clerk or in a similar role for 3 + years. 

- Proficiency in accounting software (e.g., SAP B1) and Microsoft Office Suite (particularly Excel). 

- Strong attention to detail and accuracy. 

- Excellent organizational and time-management skills. 

- Good communication and interpersonal skills. 

- Ability to work independently and as part of a team. 

- Knowledge of basic accounting principles and practices. 

- Familiarity with bank reconciliation processes. 

Physical Requirements: 

- Ability to sit for extended periods. 

- Light lifting of accounting files and documents. 

 

**Working Conditions/Environment** 

- Office environment. 

- Full-time position. 

- May require occasional overtime during peak periods (e.g., month-end, year-end).