Entry Level Invoice Processing Jobs (NOW HIRING)

JOB SUMMARY:

We are seeking a motivated and detail-oriented Accounting Clerk to join our Finance team. This is an excellent opportunity for a recent graduate or early-career professional looking to gain hands-on accounting experience and build a strong foundation within a growing organization. The Accounting Clerk will support day-to-day financial operations, including Accounts Payable, Accounts Receivable, invoice processing, reconciliations, vendor and customer communication, and month-end activities. This role will work closely with vendors and internal departments to resolve purchase order, invoice, and payment discrepancies promptly and accurately. Candidates with an Accounting, Finance, Business, or related degree are encouraged to apply, including recent graduates with relevant coursework, internships, work-study, or other entry-level experience.

**Essential Duties and Responsibilities:

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**Invoice Management:

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• Verify invoices against purchase orders and receiving reports to confirm pricing, quantities, and terms.

• Enter invoices into the accounting system, ensuring accurate coding to appropriate accounts and departments.

• Route invoices for approval in accordance with company policies and follow up to prevent processing delays.

**Vendor and Payment Processing:

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• Assist with processing payments for approved invoices via checks, ACH, or wire transfers while adhering to payment schedules.

• Monitor early-payment discount opportunities and coordinate payments to maximize savings.

• Ensure vendor payment terms are followed to maintain good standing and prevent penalties.

**Discrepancy Resolution:

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• Investigate and resolve issues related to invoice discrepancies, missing documentation, pricing differences, or mismatched quantities.

• Communicate with vendors, Purchasing, Receiving, and other internal departments to address unresolved discrepancies.

• Document resolution efforts for internal reference and audit purposes.

**Reconciliation:

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• Perform monthly reconciliations of vendor statements, identifying and correcting discrepancies.

• Assist in reconciling general ledger accounts related to Accounts Payable and Accounts Receivable.

• Research account differences and assist with maintaining accurate financial records.

**Accounts Receivable Management:

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• Record and apply customer payments accurately, including checks, ACH transfers, and credit card transactions.

• Investigate unapplied funds and resolve discrepancies to ensure accurate customer account balances.

• Generate and send customer invoices as needed, ensuring timely and accurate billing.

**Customer and Vendor Relations:

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• Respond to vendor and customer inquiries professionally and promptly.

• Research questions related to invoices, payments, and account balances and assist with providing resolutions.

• Build and maintain professional relationships with vendors, customers, and internal business partners.

**Recordkeeping and Compliance:

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• Maintain organized records of invoices, payments, reconciliations, and correspondence for audit readiness and future reference.

• Follow company policies, accounting procedures, and applicable regulatory requirements.

• Participate in audits by gathering required documentation and assisting with inquiries.

**Month-End and Year-End Processes:

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• Assist with month-end and year-end closing activities, including preparing journal entries and reconciling accounts.

• Help ensure invoices and payments are recorded within the appropriate accounting period.

• Provide supporting documentation for financial reporting and closing activities.

**Cross-Functional Collaboration:

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• Partner with internal teams, including Purchasing and Receiving, to resolve transactional issues and improve processes.

• Assist in identifying and implementing process improvements to streamline accounting workflows.

• Develop an understanding of how Finance and Accounting support the broader organization.

**Ad-Hoc Responsibilities:

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• Prepare financial reports and summaries as requested by management.

• Support special projects, system upgrades, and process improvement initiatives.

• Perform other accounting and administrative duties as assigned.

**QUALIFICATION REQUIREMENTS:

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• Education/Experience: Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field preferred. Recent graduates are strongly encouraged to apply. Relevant accounting coursework, internships, work-study, bookkeeping, or other entry-level accounting experience will be considered. Previous Accounts Payable/Receivable experience is a plus but is not required for candidates with relevant education or training.

• Technical Skills: Proficient in Microsoft Office Suite, including Excel and Word. Experience with ERP or accounting software is preferred but not required. D365 Business Central experience is a plus; training will be provided.

• Accounting Knowledge: Basic understanding of accounting principles through education, coursework, internship, or professional experience.

• Communication: Strong verbal and written communication skills with the ability to interact professionally with vendors, customers, and colleagues.

• Problem-Solving: Ability and willingness to investigate discrepancies, ask questions, and work through issues using logical and analytical thinking.

• Attention to Detail: High level of accuracy and attention to detail when working with financial transactions and documentation.

• Organizational Skills: Ability to manage multiple priorities and deadlines while maintaining accuracy and organization.

• Teamwork: Collaborative attitude with the ability to work effectively with multiple departments while also working independently when required.

• Adaptability: Ability to learn new processes and systems and thrive in a dynamic, fast-paced environment.

• Growth Mindset: Eagerness to learn, take on new responsibilities, and develop professionally within Accounting and Finance.