AP Expense Clerk

PACE Supply Corp.; Rohnert Park (CA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Life insurance

Two retirement programs: 401(k) and ES

Paid holidays and vacation

Job summary

PACE Supply Corp. is seeking an AP Expense Clerk in California to perform accounts payable functions including processing invoices, debit memos, and credit memos; issuing vendor payments; and reconciling vendor statements with system balances.

The role supports resolution of invoice discrepancies and requires attention to detail, strong Excel skills, and solid written/verbal communication. Pre-employment checks and physical exam are part of the process.

Qualifications

• 1 year of Accounts Payable experience required; 3+ years preferred.
• Ability to read and interpret documents such as safety rules and maintenance instructions.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Excel and other Microsoft Office applications.

Responsibilities

• Process expense invoices, credit memos and debit memos in MIS.
• Place holds on invoices when discrepancies occur and resolve discrepancies.
• Request proof of delivery for invoices when orders have not been received.
• Run weekly reports for invoices due for payment and mail checks to vendors.
• Review monthly vendor statements for missing invoices or credit memos.
• Reconcile accounts payable aging items to the general ledger.
• File invoices and supporting documents and maintain vendor records.

Skills

Written communication

Verbal communication

Excel

Microsoft Office

Math proficiency

Reading/comprehension of documents

Problem solving

Attention to detail

Tools

Microsoft Excel

10-key calculator

Office software

Job description

• Writes debit memos for shipping shortages or billing errors

The AP Expense Clerk is responsible for performing accounts payable functions, including processing invoices, debit memos, and credit memos; issuing vendor payments; and reconciling vendor statements with system account balances. This role also supports the resolution of invoice discrepancies.

• Process expense invoices, credit memos and debit memos in MIS
• Places holds on invoices when discrepancies occur; researches and resolves discrepancies between invoices and purchase orders and receivings as appropriate
• Requests proof of delivery for invoices when orders have not been received
• Writes debit memos for shipping shortages or billing errors
• Runs Weekly Select report for list of invoices due for payment; prints and mails checks to respective vendors
• Runs Select report for list of invoices due to buying group vendors; emails monthly payment to buying group and mails remittance advices to vendors
• Reviews monthly vendor statements for missing invoices and/or credit memos
• Reconciles accounts payable aging items to general ledger
• Reviews open purchase orders; locates unpaid invoices and takes corrective action
• Files invoices and supporting documentations
• Maintains vendor records with correct and up to date information
• Minimum of 1 year of Accounts Payable experience required; 3+ years preferred
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Strong written communication skills, including the ability to prepare routine reports and correspondence
• Clear verbal communication skills with the ability to effectively present information to customers and employees
• Proficiency in basic mathematical calculations, including discounts, interest, commissions, proportions, and percentages
• Working knowledge of basic algebra concepts
• Strong problem-solving skills with the ability to manage a variety of variables in situations with limited standardization
• Ability to interpret and follow instructions provided in written, oral, diagram, or schedule form
• Proficient in operating computers, 10-key calculators, and standard office equipment
• Ability to understand and adhere to workplace policies, procedures, and guidelines
• Proficiency in Microsoft Excel and other Microsoft Office applications

Pre-Employment Requirements

As part of our commitment to providing a safe and secure work environment for our team members and customers, successful candidates must complete the following pre-employment requirements

Background Check

A comprehensive background check will be conducted to ensure candidates meet the necessary criteria for employment. PACE Supply will consider qualified applicants with a criminal history pursuant to California employment regulations.

Physical Examination

Candidates will undergo a physical examination to assess their fitness for the position's requirements.

Drug Test

A drug test will be administered to ensure a drug-free workplace.

Work Environment

Physical Requirements

• Ability to lift items that weigh up to 15 lbs. regularly. This includes carrying, dragging, and walking with materials, as well as using a hand-truck.
• Prolonged periods of standing or sitting at a desk and working on a computer.
• Specific vision abilities required for this job include distance vision, peripheral vision, and depth perception.

Benefit Snapshot

PACE Supply is proud to be an employee‑owned corporation. We offer competitive wages, career pathways of growth, and excellent benefits packages that includes medical, dental, and vision care that is available to you within the first 30 days! We also provide our employees with life insurance, sick days, holidays, vacation, two retirement programs of 401(k) and ESOP, and much more.

Relocation Benefits

NO

Remote Availability

NO

• Please note that individual total compensation for this position will be determined at the Company's sole discretion and may vary based on several factors, including but not limited to, location, skill level, years and depth of relevant experience, qualifications and other business considerations. PACE Supply is an equal opportunity employer and is committed to providing accommodations for qualified individuals with disabilities. If you require assistance or accommodation due to a disability, please contact the HR Department at (844)-393-7172.