Accounts Payable Clerk

Location: Fairfax

Description

Position Title:

Accounts Payable Specialist

Reports to:

Controller

Position Type:
Full-Time

Location:

Vermont

Position Overview

This role manages the company's accounts payable function, supporting accurate financial records, effective cash flow, and adherence to internal controls. Key responsibilities include processing outgoing payments, conducting reconciliations for sales, expenses, and designated general ledger accounts.

Primary Responsibilities

Accounts Payable Operations

+ Review and confirm incoming vendor invoices against purchase orders and receiving documents.

+ Enter and post vendor invoice batches into the ERP system for Controller approval.

+ Identify and classify capital expenditures, R& D, and items requiring auditor attention.

+ Maintain vendor records, addressing items such as debit memos, pricing variances, and special payment terms.

+ Reconcile vendor account statements regularly.

+ Process employee expense reports, handling GL coding, reimbursements, and advances.

+ Provide backup support for AP processing related to freight invoices (incoming and outgoing).

+ Organize physical and digital invoice files, ensuring timely annual archiving and rotation.

+ Prepare internal invoice packets for distribution to the Florida office.

Cross-Department Collaboration & Financial Support

+ Partner with Purchasing, Receiving, Operations, and request initiators to resolve discrepancies on supplier invoices.

+ Communicate unique payment requirements to the CFO during weekly check runs.

+ Respond to accounting and financial questions by analyzing and interpreting relevant data.

+ Coordinate with Operations to facilitate timely data sharing and interdepartmental communication.

+ Serve as a backup for the Sales Invoicing Specialist role as needed.

Compliance, Safety, and Workplace Standards

+ Uphold confidentiality of company financial information.

+ Support compliance with all applicable ISO standards.

+ Apply practical knowledge of firearms safety.

+ Use assigned personal protective equipment (PPE) and maintain a clean, organized work area.

+ Promptly report any safety or maintenance concerns.

+ Actively participate in 5S workplace improvement initiatives.

+ Demonstrate professionalism, respect, and effective communication in all interactions.

General Duties

+ Perform other tasks as assigned to meet the needs of the department and the organization.

Requirements

Qualifications and Required Experience

+ Bachelor's degree in accounting, business, or a minimum of 5 years' relevant accounting experience in a general ledger environment.

+ Advanced proficiency in Microsoft Excel and ERP/accounting software.

+ Proven ability to work collaboratively as part of a team.

Work Environment

+ The majority of work is performed in a climate-controlled office, with limited exposure to the heated manufacturing and warehouse area. Minor exposure to temperature extremes, fumes, or poor ventilation may occur. The noise level is moderate and typical of a light manufacturing, shipping/receiving, and office setting. No significant environmental hazards are encountered in routine work.

Physical Requirements

+ Ability to lift common office items up to 20 lbs.

+ Occasional local travel by car.

+ Prolonged periods working at a computer.

+ Willingness to work additional hours as needed to meet project deadlines or workload demands (may exceed 40 hours/week).

+ Possible occasional travel by plane.

+ Mental acuity for reasoning, memory, mathematics, and English language communication (reading, writing, speaking).

+ Full availability for early morning, evening, or weekend shifts as required.

Disclaimers

+ This job description is not an exhaustive list of all duties and responsibilities. Management reserves the right to modify duties as needed to maintain flexibility within the organization.

+ This job description does not constitute a job offer, guarantee of ongoing employment, or an employment contract. Employment may be terminated by the employee or company at any time, for any legally permissible reason or no reason.

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