Accounts Payable Clerk

Job Summary:

The Accounts Payable Clerk is responsible for processing vendor invoices, customer refunds, and various payments accurately and on time. This role ensures proper documentation, validates purchase orders, and collaborates with invoice coding and approvals. Additional duties include managing the AP inbox, reconciling accounts, assisting with audits, and supporting month-end closing. Strong attention to detail and organizational skills are essential.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Alarm Detection Systems is an EEO employer.

Essential Functions and Responsibilities:

• Manage and maintain the AP Inbox in a timely manner.


• Prepare and process ACH, electronic transfers, payments, and credit card payments for vendors and employees weekly.


• Review, verify, and process vendor invoices, customer refunds accurately in a timely and accurate manner.


• Match and validate purchase orders, packing slips, and receiving documents for completeness and accuracy before posting in the accounting system.


• Departmentalize UPS shipments by recording UPS Daily shipment detailed reports in Excel weekly.


• Optimize available cash discounts and maintain awareness of vendor payment terms.


• Process, print, separate, and mail A/P checks weekly including individual check runs when necessary.


• Monthly reconcile Petty Cash, TChek, Corporate MasterCard, IPass, and Express Tolls.


• Review, respond to invoice/vendor inquiries and resolve discrepancies in a professional and timely manner.


• Collaborate with other departments to ensure proper coding and approval of invoices.


• Maintain accurate and organized codes, GLs, and department tracking.


• Assist with audits and provide supporting documentation as needed.


• Follow company policies and procedures regarding financial transactions and approvals.


• Assist Accounts Receivable department with deposits as needed.


• Responsible for onsite duties as assigned.


• Must be punctual and adhere to attendance standards.

• Adhere to all company policies and procedures.

• Other duties as assigned by management.

Education/Experience:

• High School Diploma or equivalent is required.


• Minimum of 1-3 years of accounting experience (Accounting Clerk, Accounting assistance, Finance Assistant, etc.) is preferred.

Knowledge/Skills/Abilities:

• High level of accuracy and attention to detail in data entry and documentation.


• Basic knowledge of accounting principles, accounts payable processes, and general ledger coding.


• Familiarity with procurement and purchasing workflows.


• Proficiency in Microsoft Office Suite, especially Excel.


• Experience with accounting software such as QuickBooks, SAP, Oracle, or NetSuite.


• Experience with AP automation software such as Concur.


• Strong analytical and problem-solving skills.


• Ability to work independently and collaboratively within a team.


• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.


• Ability to communicate effectively with vendors, internal staff, and management.


• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.


• Excellent communication, interpersonal and customer service skills.

Licenses/Certifications:

• Maintain a driver’s license, an insurable driving record, and be capable of driving on company assignments.


• Must be able to obtain a Permanent Employee Registration Card through the Illinois Department of Financial and Professional Regulation.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Walking


• Standing


• Fine Dexterity


• Talking


• Hearing


• Vision


• Color Vision

Work Environment:

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Unless it is outlined in remote work policy, this is an on-site position. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.

Alarm Detection Systems, Inc. maintains a quiet, non-smoking office environment.

Company Benefits:

Alarm Detection Systems offers a comprehensive benefits package designed to support the health, well-being, and financial future of our employees:

• Medical Insurance with multiple plan options


• Dental Insurance


• Vision Insurance


• Life Insurance


• Paid Parental Leave


• Disability Coverage:
  
  
  
  • Employer-paid Short-Term Disability
  
  
  • Optional Long-Term Disability
  
  


• 401(k) Plan with tiered employer match


• Paid Time Off (PTO) starting at 3 weeks per year for employees


• Paid Holidays: 8 recognized holidays annually


• Employee & Friends/Family Discounts on security systems and monitoring services


• Pet Insurance Discount


• Employee Assistance Program (EAP)


• Tuition Reimbursement


• Company-sponsored events (friends and family welcome!)


• Continuous professional development opportunities


• A fun, positive, and high-energy work environment

Compensation:

The starting pay range for the Accounts Payable Clerk is $21 - $23 per hour, based on knowledge, skills, education, and experience.

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