Corporate Accounts Payable Clerk

Corporate Accounts Payable Clerk

The Corporate Accounts Payable Clerk supports the accurate, timely, and controlled processing of company payables for Reynolds Farm Equipment and its locations. This position reviews and enters invoices and credit memos, coordinates supporting documentation and approvals, reconciles vendor accounts and financial records, assists with payment-related activities, maintains Accounts Payable records, and responds to vendor and internal inquiries. The Clerk may also assist with Accounts Receivable work as assigned.

This position works under the direction of the Corporate Accounts Payable Specialist and helps protect company assets through accurate documentation, verification, strict confidentiality, and fraud-prevention practices. Most importantly, perform all duties with honesty, integrity, and adherence to the Corporate Values.

Essential Duties And Responsibilities

• Receive, review, code, and enter vendor invoices, credit memos, and related transactions accurately and within established processing timelines using Capture, File Bound, CDK, PFW, and other company systems.
• Verify purchase orders, General Ledger accounts, company and store locations, payment terms, descriptions, discounts, freight, surcharges, sales or use tax, and other invoice details before processing.
• Match invoices to purchase orders, packing slips, receiving documentation, approvals, check copies, and other supporting records; scan, index, upload, and attach documentation to the appropriate electronic record.
• Research missing purchase orders, coding, invoices, receipts, approvals, and other discrepancies and route questions to the appropriate employee, store, department leader, vendor, or Corporate Accounts Payable Specialist.
• Prepare and reconcile payment documentation for scheduled check runs, manual checks, ACH payments, reimbursements, wire transfers, remittances, and other approved payment methods while following required controls and authorization procedures.
• Reconcile vendor statements and accounts; obtain missing invoices and investigate unapplied credits, duplicate charges, pricing differences, past-due balances, payment issues, and other exceptions.
• Review and reconcile File Bound information against CDK and PFW reports, correct incomplete payment records, and help ensure invoices and payments are accurately reflected across systems.
• Monitor the utility-payment list, retrieve invoices from vendor websites when necessary, and help ensure utility and recurring invoices are received, documented, and paid timely.
• Assist with monthly John Deere Financial statement reconciliation and voucher preparation, including location-level invoice, freight, tax, and other charge documentation.
• Reconcile monthly WEX fuel-card reports to supporting receipts, follow up on missing documentation, and maintain complete statement records.
• Support monthly sales and use tax reviews by researching designated vendors and General Ledger accounts, identifying exceptions, and preparing documentation for management review.
• Maintain accurate vendor master records and supporting documentation, including W-9s, tax identification information, payment terms, remit-to information, and required verification for vendor or payment-information changes.
• Review AP aging, exception reports, open-item queues, and physical or electronic work baskets to identify missed, duplicated, unpaid, or incompletely documented transactions.
• Respond professionally and timely to vendor, employee, store, and department inquiries regarding invoice status, approvals, credits, statements, and payments.
• Assist with Accounts Receivable responsibilities as assigned and trained, which may include payment posting, customer-account research, billing or statement support, documentation, and reconciliation activities.
• Assist with month-end and year-end close activities, including invoice cut-off, accrual support, account reconciliation, record organization, document retention, year-end filing, and audit requests.
• Maintain complete, accurate, organized, and accessible electronic and paper Accounts Payable and Accounts Receivable records in accordance with company procedures, retention requirements, and internal controls.
• Identify opportunities to improve accuracy, efficiency, documentation, and internal processes; assist with procedures, cross-training, backup coverage, special projects, and other duties as assigned.
• Protect confidential employee, customer, vendor, banking, tax, and company financial information at all times and use system access only for authorized business purposes.

Required Knowledge, Skills, And Abilities

• Strong attention to detail and the ability to enter, review, and reconcile high-volume financial information accurately.
• Strong numerical aptitude and comfort working with invoices, reconciliations, account coding, spreadsheets, and detailed financial information.
• Quick learner with strong computer skills and the ability to learn, retain, and accurately follow detailed…