Accounts Payable

Overview

Position Summary The Accounts Payable Representative ensures the timely and accurate processing of vendor invoices and payments, supporting MBI’s financial operations. This role plays a critical part in maintaining positive vendor relationships and ensuring compliance with internal policies and external regulations.

• Process and verify invoices for accuracy, proper approvals, and appropriate documentation.
• Ensure timely payment of invoices, resolving any discrepancies with vendors or internal departments.
• Maintain accurate and up-to-date records of accounts payable transactions in the accounting system.
• Prepare and mail annual 1099 forms in compliance with IRS regulations, ensuring accuracy and timeliness.
• Reconcile vendor statements and respond to inquiries regarding payment status or discrepancies.
• Assist with monthly closing procedures by preparing and reviewing AP reports and accruals.
• Collaborate with Purchasing and Receiving departments to match purchase orders and receipts with invoices.
• Monitor aging reports to manage payment cycles and avoid late fees.
• Prepare and process weekly check runs, ACH payments, wire transfers, and credit card payments.
• Support audits by providing necessary documentation and account analysis.
• Continuously seek process improvements and efficiencies in accounts payable procedures.

• Process and verify invoices for accuracy, proper approvals, and appropriate documentation.
• Ensure timely payment of invoices, resolving any discrepancies with vendors or internal departments.
• Maintain accurate and up-to-date records of accounts payable transactions in the accounting system.
• Prepare and mail annual 1099 forms in compliance with IRS regulations, ensuring accuracy and timeliness.
• Reconcile vendor statements and respond to inquiries regarding payment status or discrepancies.
• Assist with monthly closing procedures by preparing and reviewing AP reports and accruals.
• Collaborate with Purchasing and Receiving departments to match purchase orders and receipts with invoices.
• Monitor aging reports to manage payment cycles and avoid late fees.
• Prepare and process weekly check runs, ACH payments, wire transfers, and credit card payments.
• Support audits by providing necessary documentation and account analysis.
• Continuously seek process improvements and efficiencies in accounts payable procedures.

Required:

• High school diploma or equivalent
• Proficient in Microsoft Excel
• Strong knowledge of standard AP procedures and general accounting principles

Preferred:

• Experience with ERP systems (e.g., Sage, Net Suite, Quick Books Enterprise)
• Familiarity with print production or direct mail industry a plus
• Understanding of 1099 reporting and sales/use tax considerations

• High level of accuracy and attention to detail
• Strong organizational and time management skills
• Excellent communication and problem-solving abilities
• Ability to work independently and collaboratively within a team
• Discretion in handling sensitive financial information

This position is based in a professional office setting at MBI Direct Mail + Digital. The role involves frequent use of a computer and standard office equipment in a collaborative, fast-paced environment with tight deadlines. The Accounts Payable Representative will regularly interact with team members across departments, fostering a culture of accuracy, efficiency, and continuous improvement.

MBI is a drug-free workplace.

• Employee Stock Option Plan (ESOP)
• 40 hours Paid Vacation after 90 days
• Available Health, Dental, Vision, and Life insurance
• 401(k)
• Paid Holidays
• Monthly company wide lunches
• Recognition awards

In person

• 8 hour shift 8am-5pm
• Monday to Friday