POSITION SUMMARY
The Corporate Accounts Payable Clerk supports the accurate, timely, and controlled processing of company payables for Reynolds Farm Equipment and its locations. This position reviews and enters invoices and credit memos, coordinates supporting documentation and approvals, reconciles vendor accounts and financial records, assists with payment-related activities, maintains Accounts Payable records, and responds to vendor and internal inquiries. The Clerk may also assist with Accounts Receivable work as assigned. This position works under the direction of the Corporate Accounts Payable Specialist and helps protect company assets through accurate documentation, verification, strict confidentiality, and fraud-prevention practices. Most importantly, perform all duties with honesty, integrity, and adherence to the Corporate Values.
- Receive, review, code, and enter vendor invoices, credit memos, and related transactions accurately and within established processing timelines using Capture, FileBound, CDK, PFW, and other company systems.
- Verify purchase orders, General Ledger accounts, company and store locations, payment terms, descriptions, discounts, freight, surcharges, sales or use tax, and other invoice details before processing.
- Match invoices to purchase orders, packing slips, receiving documentation, approvals, check copies, and other supporting records; scan, index, upload, and attach documentation to the appropriate electronic record.
- Research missing purchase orders, coding, invoices, receipts, approvals, and other discrepancies and route questions to the appropriate employee, store, department leader, vendor, or Corporate Accounts Payable Specialist.
- Prepare and reconcile payment documentation for scheduled check runs, manual checks, ACH payments, reimbursements, wire transfers, remittances, and other approved payment methods while following required controls and authorization procedures.
- Reconcile vendor statements and accounts; obtain missing invoices and investigate unapplied credits, duplicate charges, pricing differences, past-due balances, payment issues, and other exceptions.
- Review and reconcile FileBound information against CDK and PFW reports, correct incomplete payment records, and help ensure invoices and payments are accurately reflected across systems.
- Monitor the utility-payment list, retrieve invoices from vendor websites when necessary, and help ensure utility and recurring invoices are received, documented, and paid timely.
- Assist with monthly John Deere Financial statement reconciliation and voucher preparation, including location-level invoice, freight, tax, and other charge documentation.
- Reconcile monthly WEX fuel-card reports to supporting receipts, follow up on missing documentation, and maintain complete statement records.
- Support monthly sales and use tax reviews by researching designated vendors and General Ledger accounts, identifying exceptions, and preparing documentation for management review.
- Maintain accurate vendor master records and supporting documentation, including W-9s, tax identification information, payment terms, remit-to information, and required verification for vendor or payment-information changes.
- Review AP aging, exception reports, open-item queues, and physical or electronic work baskets to identify missed, duplicated, unpaid, or incompletely documented transactions.
- Respond professionally and timely to vendor, employee, store, and department inquiries regarding invoice status, approvals, credits, statements, and payments.
- Assist with Accounts Receivable responsibilities as assigned and trained, which may include payment posting, customer-account research, billing or statement support, documentation, and reconciliation activities.
- Assist with month-end and year-end close activities, including invoice cut-off, accrual support, account reconciliation, record organization, document retention, year-end filing, and audit requests.
- Maintain complete, accurate, organized, and accessible electronic and paper Accounts Payable and Accounts Receivable records in accordance with company procedures, retention requirements, and internal controls.
- Identify opportunities to improve accuracy, efficiency, documentation, and internal processes; assist with procedures, cross-training, backup coverage, special projects, and other duties as assigned.
- Protect confidential employee, customer, vendor, banking, tax, and company financial information at all times and use system access only for authorized business purposes.
- Strong attention to detail and the ability to enter, review, and reconcile high-volume financial information accurately.
- Strong numerical aptitude and comfort working with invoices, reconciliations, account coding, spreadsheets, and detailed financial information.
- Quick learner with strong computer skills and the ability to learn, retain, and accurately follow detailed procedures across multiple software systems.
- Working knowledge of accounts payable practices, invoice processing, vendor reconciliation, General Ledger coding, and basic accounting controls.
- Ability to organize competing priorities, meet recurring deadlines, follow established procedures, and communicate concerns before deadlines are missed.
- Exceptional confidentiality, sound judgment, and discretion when handling employee, customer, vendor, banking, tax, and company financial information.
- Professional written and verbal communication skills and the ability to resolve questions tactfully with vendors and internal teams.
- Ability to recognize suspicious emails, payment requests, or vendor-change requests and consistently follow cybersecurity and fraud-prevention procedures.
- Proficiency with Microsoft Office, particularly Excel, Outlook, and Word, and the ability to quickly learn and effectively use Capture, FileBound, CDK, PFW, and other company accounting, document-management, and workflow systems.
- Ability to work independently within assigned responsibilities while seeking direction or approval when an item falls outside established authority.
- High school diploma or equivalent required.
- Associate degree in accounting, finance, business administration, or a related field preferred.
- Two or more years of accounts payable, bookkeeping, accounting support, or closely related experience preferred.
- Experience supporting a multi-location organization, processing a high volume of invoices, or using an enterprise accounting system is preferred.
- An equivalent combination of education, training, and relevant experience may be considered.
- This is a fully on-site position and is not a remote or hybrid role. Work is performed at the Reynolds Farm Equipment Atlanta Headquarters, 1451 E. 276th St., Atlanta, IN 46031.
- The regular schedule is Monday through Friday, 7:30 a.m. to 5:00 p.m. The employee must be able to report to the Atlanta Headquarters for each scheduled workday and be comfortable with the daily commute.
- The employee will have an assigned personal workspace within an office shared with other employees and must be comfortable working in close proximity to coworkers while maintaining confidentiality and professional focus.
- Work is performed in a professional office environment with regular use of a computer, keyboard, telephone, copier, scanner, and other standard office equipment.
- The employee is regularly required to sit, communicate, and use hands for data entry and document handling; occasional standing, walking, bending, reaching, and lifting of files or office materials up to 25 pounds may be required.
- The position requires sustained attention to detailed information and the ability to work at a computer for extended periods.
- Occasional travel between Reynolds locations, schedule adjustments, or additional hours may be required to support deadlines, audits, closings, or other business needs.
This position reports directly to the Corporate Accounts Payable Specialist. The employee is expected to keep the Corporate Accounts Payable Specialist informed of payment delays, unresolved discrepancies, control concerns, suspected fraud, vendor issues, and other matters that could affect the accuracy, timeliness, or security of the accounts payable process. Questions involving confidential or sensitive information should first be directed to the Corporate Accounts Payable Specialist. This position has no authority to commit company funds or bypass approval and verification requirements.
This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications. Duties may be changed or assigned based on business needs. Reynolds Farm Equipment, LLC provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.
ABOUT THE REYNOLDS TEAM
Reynolds Farm Equipment offers an energetic, collaborative workplace where employees support one another, serve customers, and build meaningful skills. For the Corporate Accounts Payable Clerk, this includes working with a knowledgeable corporate team, learning multiple business systems, and supporting departments and store locations across the company. Benefits and employment advantages for eligible full-time employees include:
- A competitive benefits package with medical, dental, and vision insurance, plus employer-paid short-term disability, long-term disability, and basic Life and AD&D coverage.
- Voluntary short-term disability buy-up and additional Life and AD&D coverage options.
- 401(k) and Roth retirement options with an employer match after applicable eligibility requirements are met; employees must be at least 21 years old to participate.
- At least six paid company holidays annually, 24 hours of personal/sick leave, PTO based on the employee's start date, and one paid eight-hour Health Day for eligible full-time employees.
- A 90-day review and annual performance reviews focused on job performance, continuous learning, and development within the role.
- Year-round, at-will employment in a full-time corporate support position.
- Equipment and employee discount opportunities after applicable eligibility requirements are met.
- A fun, team-based culture centered on unity, individual contribution, dependable service, and a strong customer focus.
- Recognition as an Indianapolis Top Workplace for eight consecutive years, based on employee feedback.
Benefit plans, eligibility requirements, paid-leave programs, discounts, and employment policies are subject to the applicable plan documents and company policies and may be amended.
