EMPLOYEE NAME:

JOB POSITION: ACCOUNTS PAYABLE STAFF

PURPOSE: Perform routine accounting work in the accounts payable department.

ESSENTIAL JOB DESCRIPTIONS AND FUNCTIONS

1. Perform all aspects of the accounts payable function by matching purchase orders (PO),
delivery receipt (DR) to invoices and entering the invoices into the sytem according to
department policies and deadlines. Identify errors or discrepancies and resolve before
processing. Prepare check vouchers.
2. Process check payments and schedule releases.
3. Record and maintain journal entries in the Cash Disbursement Book.
4. Reconcile payable related accounts; and submit journal entry requests to the
Accounting Manager for adjustment to the general ledger.
5. Received bills without purchase orders, send document to departments for approval
and signatures; follow up as necessary then process payment.
6. Resolve any outstanding balances on accounts, including utilities, telephone, mail, or
email communications with vendors.
7. Maintain subsidiary ledgers for each supplier. Maintain an updated schedule of accounts
payable with ageing report.
8. Communicate with suppliers on status of their accounts pending payments and or
lacking requirements.
9. Provide accurate and effective document preparation and records management relative
to the accounts payable function in accordance in accordance with company policy and
accepted accounting practices
10. Assist in annual or periodic audit by preparing assigned reports or providing
documentation as directed by the Accounting Manager.
11. Maintain a procedure manual of accounts payable tasks as a guide for backup assistance
when such assistance becomes necessary.
12. Research and recommend programs, policies and procedures to improve the
effectiveness and efficiency of the accounts payable function, including new software,
internal controls, new electronic payment technologies, and customer service.
13. Work effectively with colleagues by practicing punctuality, respect for deadlines,
collaborative problem solving, and honest communication.
14. Build trusting relationships by acting with integrity, courtesy, and responsibility, even in
the face of stress or demanding workplace conditions.
15. Meet all required standards of confidentiality and safety.
16. Maintain work areas in a clean and orderly manner.
17. Assist with other projects as needed.

MONTHLY DELIVERABLES: Must be submitted on or before fifth day of the following month.

 Updated Cash Disbursement Book

 Timely Schedule of Aged Accounts Payable
 AP Subsidiary Ledger Per Supplier
 Updated Non-trade Suppliers Profile
 Schedule of Unreleased Checks
 Schedule of Outstanding Checks