AP Clerk All-Phase Electric - 4.0 Yakima, WA Job Details Full-time $21 - $23 an hour 4 hours ago Benefits Health savings account Health insurance 401(k) Paid time off Vision insurance 401(k) matching Professional development assistance Opportunities for advancement Qualifications Accounting systems Computer operation Communication with suppliers Teamwork Confidential information handling Writing skills Administrative experience High school diploma or GED QuickBooks Vendor communication Organizational skills Cross-functional communication Quality data entry Time management Full Job Description Position Summary The AP Clerk supports the Accounts Payable Department by maintaining accurate vendor and invoice records, entering and posting approved invoices, completing routine purchase-order and receipt matching, supporting vendor communication, reconciling credit-card and supporting documentation, maintaining utility-account information, and assisting with Accounts Payable reporting and payment preparation. The AP Clerk reports to the AP Supervisor and has no direct reports. This position prepares, enters, processes, coordinates, and researches routine Accounts Payable work within assigned access but does not determine weekly payment amounts or payment priority, cut or sign checks, authorize or release ACH payments, or independently change vendor banking information. As experience and competency increase through Tier I-III, the AP Clerk progresses from foundational invoice and vendor processing to independent routine reconciliation, exception resolution, work-quality support, mentoring lower-tier clerks, and readiness for the AP Specialist career path. Essential Duties and Responsibilities Vendor Setup and Account Support Receive, organize, and verify required vendor documentation before entering or updating approved vendor records within assigned system access. Maintain vendor names, addresses, payment terms, points of contact, tax or account documentation, and other approved master-data fields accurately. Confirm routine vendor contact information, payment terms, invoice-submission requirements, statement details, and remittance-contact information as assigned. Serve as a professional Accounts Payable point of contact for routine vendor questions and route disputes, unusual requests, or approval matters to the AP Supervisor. Receive vendor banking-information requests only in writing and route them into the controlled banking-change queue; do not independently approve or implement banking changes. Invoice Processing and Three-Way Match Receive, date, organize, enter, and post approved vendor invoices accurately and within established Accounts Payable procedures. Review invoices for vendor name, invoice number, date, amount, payment terms, purchase-order reference, job or account information, and duplicate-payment risk. Perform routine three-way matching by comparing the vendor invoice to the approved purchase order and receiving or receipt documentation when applicable. Identify missing purchase orders, receiving records, receipts, approvals, coding, quantities, pricing, or other supporting documentation and coordinate follow-up with the appropriate department. Place incomplete, mismatched, duplicate, disputed, or unsupported items into the appropriate exception or hold workflow rather than forcing or bypassing the required match. Maintain accurate notes and documentation showing the status of open invoice questions, missing documents, and unresolved discrepancies. Vendor Communication, Statements, and Remittance Support Respond to routine vendor inquiries regarding invoice receipt, documentation status, payment status, terms, and Accounts Payable points of contact within assigned authority. Review vendor statements and account activity to identify missing invoices, unapplied payments, credits, duplicate charges, past-due balances, or other discrepancies. Request missing invoices, statements, credits, receipts, and supporting documentation from vendors or internal departments as needed. Send or coordinate approved ACH remittance information after payment processing and maintain supporting remittance records. Escalate collection threats, service-interruption notices, significant account disputes, suspicious requests, or unresolved past-due issues to the AP Supervisor promptly. Credit Card, Receipt, and Utility Account Reconciliation Collect, organize, and match company credit-card transactions to receipts, invoices, job information, and required approvals. Identify missing receipts, unsupported charges, incorrect coding, duplicate transactions, or other reconciliation exceptions and coordinate correction or escalation. Prepare assigned credit-card reconciliation documentation accurately for required review and approval. Maintain assigned utility and recurring-service account records, invoice schedules, due dates, vendor contacts, and supporting documentation. Post approved utility and recurring invoices, monitor past-due or service-interruption risk, and escalate exceptions before deadlines are missed. Accounts Payable Reports and Payment Preparation Support Run, update, or review supporting open-bill, past-due, aging, missing-document, or exception reports as assigned. Research open items, missing invoices, credits, payment-status questions, and documentation gaps so the AP Supervisor has accurate information for weekly payment review. Support preparation of payment documentation by confirming invoice status, terms, due dates, vendor information, approvals, and supporting records. Preserve the AP Supervisor responsibility to prepare the final Bill Report for Management, cut approved checks, and run the pending ACH payment report. Do not determine the amount available for weekly payments, select which bills or vendors will be paid, set payment priority, sign checks, provide final ACH authorization, access restricted bank functions, or release payments. Maintain payment-support records and confirm approved payments, remittances, credits, or corrections are reflected accurately in Accounts Payable records. Records, Confidentiality, and Escalation Maintain organized physical and electronic vendor, invoice, statement, receipt, credit-card, utility, payment-support, and reconciliation records in assigned systems and locations. Protect vendor tax information, banking information, payment records, company credit-card information, financial reports, credentials, and other confidential Accounts Payable information according to assigned access. Follow written-request, review, documentation, and two-person-control requirements for vendor banking-information changes and other controlled financial processes. Immediately escalate suspected fraud, duplicate or altered invoices, suspicious banking-change requests, confidentiality or cybersecurity concerns, unauthorized commitments, significant vendor disputes, and control failures. Maintain accurate audit trails and supporting documentation so Accounts Payable activity can be reviewed and reconciled. Cross-Department Coordination Coordinate with Purchasing, Support, receiving personnel, department approvers, project teams, and other assigned departments to resolve invoice, purchase-order, receipt, coding, and documentation questions. Route purchase-order, receiving, job-cost, approval, vendor, and payment questions to the employee or department that owns the underlying information or authorization. Communicate status, missing-document needs, deadlines, and unresolved exceptions clearly and professionally without making commitments outside assigned authority. Attend assigned Accounts Payable, Finance, department, training, safety, or process-improvement meetings while respecting confidentiality and access limits. Process Improvement and Quality Use approved checklists, SOPs, reports, and system controls to maintain accurate invoice entry, matching, reconciliation, vendor records, and documentation. Review assigned work for duplicate invoices, incorrect terms, missing approvals, coding errors, incomplete support, aging issues, and other quality concerns. Identify recurring vendor, invoice, receipt, purchase-order, credit-card, utility, or documentation problems and report patterns to the AP Supervisor. Recommend practical improvements to templates, checklists, tracking methods, vendor communication, document routing, reconciliations, and Accounts Payable workflow. Participate in SOP review, training, cross-training, KPI development, audit-readiness activities, and sustainment of approved process improvements. Leadership & Team Development (Responsibilities increase as employees progress through AP Clerk I-III career levels.) Demonstrate self-leadership through accuracy, reliability, confidentiality, professionalism, organization, and dependable follow-through. Build competency from supervised invoice and vendor processing toward independent performance of routine Accounts Payable work. Support onboarding and cross-training for lower-tier AP Clerks as competency increases. Review routine work for completeness and provide constructive guidance at senior tiers without assuming supervisory authority. Mentor lower-tier clerks, support department coverage, and demonstrate readiness for the AP Specialist career path. Promote vendor service, accountability, sound financial controls, teamwork, KPI performance, badge progression, and continuous improvement. Safety, Confidentiality, and Compliance Follow company safety, emergency, cybersecurity, confidentiality, records-management, financial-control, and Accounts Payable requirements. Maintain compliance with Accounts Payable SOPs, assigned system access, approval boundaries, segregation of duties, and required two-person reviews. Protect passwords, system credentials, vendor records, tax information, banking information, company credit-card information, financial reports, invoices, receipts, and payment records. Do not bypass required approvals, matching controls, documentation requirements, payment controls, or vendor banking-change procedures. Report unsafe, suspicious, fraudulent, unauthorized, or confidential-information incidents immediately and participate in required safety and security training. Required Qualifications High school diploma or equivalent. Strong attention to detail, accuracy, organization, and dependable follow-through. Professional written and verbal communication skills with the ability to support vendors and internal departments respectfully. Basic computer, data-entry, and document-management proficiency with the ability to learn QuickBooks and other assigned Accounts Payable systems. Ability to work with numbers, invoices, purchase orders, receipts, statements, terms, and routine reconciliation information accurately. Ability to maintain confidentiality and follow approval, access, segregation-of-duties, documentation, and escalation requirements. Preferred Qualifications Accounts Payable, bookkeeping, accounting-support, purchasing-support, vendor-service, or administrative experience. Experience entering invoices, performing purchase-order or receipt matching, reconciling statements or credit cards, or maintaining vendor records. Experience with QuickBooks, Microsoft 365, SharePoint, Smartsheet, or similar accounting and document-management systems. Experience in construction, contracting, professional services, or a multi-department business environment. Knowledge, Skills, and Abilities Working knowledge of routine Accounts Payable concepts, invoice processing, vendor terms, documentation requirements, and three-way matching. Strong data-entry, document-review, reconciliation, filing, organization, and time-management skills. Ability to recognize missing invoices, missing receipts, duplicates, pricing or quantity differences, past-due items, unapplied payments, and other routine exceptions. Ability to distinguish preparation, entry, processing, review, recommendation, approval, signing, authorization, and payment-release authority. Strong vendor-service, written communication, follow-up, problem-solving, and escalation skills. Ability to work independently within established procedures while coordinating with Purchasing, Support, department approvers, project teams, vendors, and leadership. Ability to maintain accurate records, protect confidential financial information, and support audit-ready documentation. Commitment to training, badge progression, KPI performance, cross-training, and continuous improvement. Physical Requirements Ability to sit, stand, and walk throughout the workday. Frequent use of computers, telephones, scanners, copiers, calculators, and other office equipment. Manual dexterity for keyboarding, document review, filing, scanning, and routine Accounts Payable tasks. Ability to occasionally move files, records, office supplies, or document boxes up to approximately 25 pounds. Ability to perform sustained data-entry, reconciliation, document-review, communication, and deadline-driven work while maintaining accuracy. Work Environment Work is primarily performed in a professional office and Accounts Payable environment with frequent interaction with vendors, the AP Supervisor, AP Specialists, Purchasing, Support, department approvers, project teams, managers, executives, and other employees. Responsibilities involve confidential financial and vendor information, recurring deadlines, invoice and receipt follow-up, statement and credit-card reconciliation, utility-account monitoring, changing payment priorities, interruptions, and documentation requirements. The role requires discretion, accuracy, professional vendor service, organized follow-through, adherence to financial controls, and the ability to escalate exceptions without bypassing approval or payment-authority boundaries.

Pay:

$21.00 - $23.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Health insurance Health savings account Opportunities for advancement Paid time off Professional development assistance Vision insurance

Work Location:

In person