Accounts Payable Clerk

Mackie Wolf Zientz Mann•Dallas, TX

About The Position

The Accounts Payable Clerk is responsible for managing the day-to-day accounts payable functions to ensure accurate and timely processing of invoices, employee reimbursements, vendor payments, and financial records. This position plays a critical role in maintaining strong vendor relationships, supporting month-end close activities, reconciling financial transactions, and ensuring compliance with company accounting policies and procedures. The ideal candidate is highly detail-oriented, organized, dependable, and capable of handling multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy.

Requirements

High school diploma or GED required.
Minimum of 2–5 years of accounts payable or general accounting experience preferred.
Experience with accounting software (QBD/QBO) and CaseAware systems preferred.
Strong understanding of accounts payable procedures and accounting principles.
Proficiency in Microsoft Office Suite, particularly Excel.
Excellent organizational skills and attention to detail.
Strong analytical and problem-solving abilities.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Effective written and verbal communication skills.
Ability to work independently and collaboratively within a team.
High level of integrity and confidentiality.

Nice To Haves

Associate degree in Accounting, Finance, or Business preferred.
Experience with electronic invoice processing systems.
Knowledge of payroll-related liabilities and expense accruals.
Certified Accounts Payable Professional (CAPP) certification is a plus.
Experience with legal, professional services, or multi-entity accounting environments preferred.

Responsibilities

Review, verify, and process vendor invoices, expense reports, check requests, and payment authorizations.
Ensure invoices are coded correctly and entered accurately into the accounting system.
Process and distribute vendor payments through checks, ACH, wire transfers, or electronic payment systems.
Maintain payment schedules to ensure all obligations are paid within vendor terms and company guidelines.
Investigate and resolve invoice discrepancies, missing invoices, duplicate payments, and vendor statement issues.
Process voids, stop-payments, and payment corrections according to established procedures.
Establish and maintain positive relationships with vendors and service providers.
Respond to vendor inquiries regarding payment status, account balances, and reconciliation matters.
Verify vendor information including W-9 forms, tax identification numbers, and payment instructions.
Assist with annual 1099 preparation and vendor compliance documentation.
Review and process employee expense reports for accuracy, policy compliance, and timely reimbursement.
Reconcile corporate credit card transactions and ensure proper supporting documentation is provided.
Monitor deadlines and communicate regularly with employees regarding missing receipts or overdue submissions.
Reconcile vendor statements, accounts payable balances, and related general ledger accounts.
Assist with monthly, quarterly, and year-end closing procedures.
Support accrual preparation for unpaid expenses and outstanding liabilities.
Maintain prepaid expense schedules and related accounting documentation.
Assist with payroll liability reconciliations and insurance-related accounting activities as assigned.
Maintain organized and accurate accounts payable files and documentation.
Ensure compliance with company policies, accounting standards, and internal controls.
Assist with audits by providing supporting documentation and account analysis.
Support unclaimed property reporting and other regulatory requirements when necessary.
Protect confidential financial and employee information.
Manage the accounts payable email inboxes and respond to inquiries promptly.
Generate reports related to cash disbursements, aging, and payment activity.
Assist with special accounting projects and process improvement initiatives.
Collaborate with accounting staff and other departments to improve workflow efficiency.