Accounts Payable

Job Summary

As our Accounts Payable Associate, you will be responsible for handling vendor payments and other financial liabilities of the organization.

• Protect the organization's value by keeping information confidential.
• Receive invoices via physical mail and electronic mail, scan paper invoices, process all payments, ensuring they are paid on‑time and maintaining proper documentation for all payments.
• Analyze and audit all accounts on a monthly, quarterly, and annual basis to ensure no under or over payments have occurred.
• Work collaboratively with internal departments to perform accounting audits, as necessary.
• Research account disputes and billing discrepancies.
• Communicate in‑person, via phone, and email with project administrators and purchasing employees to address discrepancies between purchase orders and vendor invoices.
• Communicate via phone and email, as necessary, with vendors to rectify discrepancies.
• Properly set‑up vendors / invoices for payment in company enterprise resource planning (ERP) system.
• File paper copy of invoices in company file room.
• Verify coding of vendor invoices to ensure accurate financial reporting.
• Perform as a back‑up to the receptionist answering incoming company calls and forwarding as appropriate, as needed.
• Perform as back‑up for others in the Finance Department.
• Additional duties, as assigned by management.
• This position requires 5% or less travel for training or other functions.

• Associate or bachelor's degree in accounting, or another relevant field, is preferred.

• Minimum of 3+ years' work experience with accounts payable / accounts receivable is required.
• Experience with accounting specific software applications.

• Must be well‑versed with Microsoft Office Suite with above‑average skills in Excel.
• Must be honest, ethical, and maintain a high level of integrity; confidentiality is essential.
• Must be well organized.
• Excellent customer service, verbal and written communication skills.
• Detail‑oriented.
• Must possess strong follow‑up skills and be persistent in the face of obstacles.

• Location is at 2730 Mine and Mill Road, Lakeland, Florida, 33801.
• This position requires 5% or less travel for training or other functions.

• Corporate office environment.
• This is a full‑time position; days and hours may vary and are somewhat flexible, generally Monday through Friday between the core hours of 7 a.m. to 6 p.m. Overtime may be required.
• Mid‑State maintains a firm commitment to providing a safe and healthy work environment and quality services to its clients. It is a drug‑free workplace. Must pass a post‑offer / pre‑placement drug screen, job‑related employment physical, and a post‑offer / pre‑employment background check that verifies criminal history.

Talk/Hear:
Must communicate with vendors, resolve billing issues, and coordinate with internal teams to ensure accurate and timely payments. Includes both verbal communication in person and over the phone.

Stand/Sit:
Primarily sedentary; employee will sit for extended periods while processing invoices and performing data entry. Occasional standing may be required for meetings or accessing different work areas.

Walk:
Occasionally walk between office areas and manage physical documentation.

Use hands/fingers:
Frequently handle invoices, process payments, and manage financial documentation accurately.

Climb:
Not typically required.

Stoop, kneel, crouch:
Occasionally stoop, kneel, or crouch to access lower storage areas or retrieve files and documents.

See:
Requires specific vision to review and verify invoices, reconcile records, and ensure accurate data entry.

Carry/Lift:
Must occasionally lift or move objects up to 10 pounds to transport files, document boxes, or office supplies.

Exposure:
Primarily works in an office environment with minimal exposure to adverse conditions; occasional visits to other company locations or off‑site meetings may occur.

Must be legally authorized to work in the United States.

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