Accounts Payable Associate

Job Title:

Accounts Payable Associate

Job Description

The Accounts Payable Associate provides full cycle support to the Accounts Payable department, including timely invoice processing, accurate payment execution, and maintenance of vendor records. This role ensures a seamless accounts payable workflow by coordinating closely with the Accounts Payable Supervisor, managing vendor documentation, and supporting related AP functions as assigned. The position requires strong attention to detail, effective communication with vendors and internal stakeholders, and the ability to thrive in a fast-paced environment.

Responsibilities

+ Receive and process vendor invoices within 48 hours of receipt to ensure timely payment and accurate financial records.

+ Validate accurate general ledger account coding and perform precise data entry for all invoices.

+ Obtain proper invoice approvals using INDEX software and ensure all approval workflows are completed promptly.

+ Research and respond to emails in the AP mailbox within 48 hours of receipt, prioritizing based on urgency.

+ Obtain required documentation from vendors, such as W-9 forms and ACH information, and archive these records appropriately.

+ Review and reconcile vendor statements regularly, identifying and resolving outstanding items or discrepancies.

+ Maintain proper storage and organization of payables documentation using the INDEX imaging system.

+ Clear vendor and payment portals as needed to ensure accurate and up-to-date information.

+ Clean up and reconcile the accounts payable aging report on a weekly basis to support accurate reporting.

+ Coordinate with the Accounts Payable Supervisor to maintain a seamless and efficient AP workflow across all processes.

+ Prepare weekly and daily accounts payable payment runs and manual payment cycles as required.

+ Apply manual payments and drafts to invoices and ensure all payments are accurately recorded.

+ Process payments in a timely manner using the corresponding payment methods and internal procedures.

+ Process voids and stop payments, and resolve payment issues or payment status inquiries.

+ Process and resolve items on the daily bank exception report before bank cut-off times.

+ Manage Cor Pay enrollment updates and support related payment solutions.

+ Maintain the vendor database, including adding new vendors and processing vendor changes.

+ Obtain IRS vendor TIN matching and store related documentation in the designated system.

+ Support Cor Pay initial vendor enrollment and related onboarding activities.

+ Collaborate with the team to develop and implement an Enterprise Vendor solution to support all departments.

+ Participate in the discovery and development of an AI OCR accounts payable solution to automate transaction entry processes.

+ Assist internal stakeholders with questions regarding expenses, vendors, and accounts payable processes.

+ Assist with special projects as assigned, contributing to continuous improvement of AP operations.

+ Apply a team-based approach to complete all month-end reporting tasks accurately and on time.

+ Perform weekly and monthly accounts payable reconciliations to ensure accurate financial reporting.

+ Work through vendor statements to resolve outstanding balances and maintain good vendor relationships.

+ Conduct all business in a highly ethical manner, consistently upholding the organization's core values.

+ Perform other duties as assigned to support the broader accounting and finance functions.

Essential Skills

+ Experience in accounts payable or a similar role with strong knowledge of accounts payable processes and accounting principles.

+ Proficiency in invoice processing, including three-way matching with purchase orders and receipts.

+ Demonstrated ability to perform accurate invoice reconciliation and accounts payable reconciliations.

+ Experience using financial software, including full understanding and processing experience with INDEX and Great Plains accounting systems.

+ Proficiency with Microsoft Office, including strong skills in Microsoft Excel for reporting and data analysis.

+ Ability to perform accurate data entry with a high level of attention to detail.

+ Strong…