Accounts Payable Associate

Job Title:

Accounts Payable Associate

Job Description

The Accounts Payable Associate supports the finance and administrative functions by processing vendor invoices, preparing payments, maintaining accurate accounting records, and providing internal and external customer support. This role combines accounts payable responsibilities with general administrative duties and requires strong attention to detail, accuracy, and the ability to work both independently and collaboratively within a team.

Responsibilities

+ Prepare all vendor invoices for payment, ensuring accuracy, completeness, and proper authorization.

+ Answer vendor inquiries promptly and professionally by phone, email, and other communication channels.

+ Prepare accounts payable checks, electronic funds transfers (EFTs), and online payments in a timely and accurate manner.

+ Reconcile processed work by verifying entries and comparing system reports to account balances.

+ Charge expenses to appropriate accounts and cost centers by analyzing invoices and expense reports and recording entries accurately.

+ Pay vendors by monitoring discount opportunities, verifying federal identification numbers, scheduling and preparing payments, and resolving purchase order, contract, invoice, or payment discrepancies and documentation issues.

+ Ensure credits are received for outstanding memos and issue stop-payments or purchase order amendments when necessary.

+ Pay employees by receiving, reviewing, and verifying expense reports and preparing reimbursement checks.

+ Maintain accounting ledgers by verifying, posting, and updating account transactions in a timely manner.

+ Verify vendor accounts by reconciling monthly statements and related transactions, identifying and resolving discrepancies.

+ Maintain historical records by scanning and filing documents in an organized and secure manner.

+ Coordinate bank activities related to payables, including payment processing and issue resolution.

+ Place orders for office supplies, maintain appropriate inventory levels, and ensure cost-effective purchasing.

+ Protect the organization's value by maintaining confidentiality of financial and operational information.

+ Assist the Controller with special projects, accounts receivable tasks, and general administrative duties as needed.

+ Work collaboratively in a team environment, demonstrating a cooperative and solution-oriented approach.

+ Respectfully follow direction from supervisors and respond constructively to feedback.

+ Provide internal and external customer support by phone, email, and messaging, ensuring a high level of service.

+ Use accounting and office software tools, including Microsoft Excel, Quick Books, and other systems, to perform daily tasks.

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

Essential Skills

+ Hands-on accounts payable experience, including invoice processing, payment preparation, and vendor management.

+

Experience with accounts payable and receivable processes, including three-way matching of purchase orders, receipts, and invoices.

+ Proficiency in accounting functions such as reconciliation of accounts, ledgers, and vendor statements.

+ Ability to prepare and process checks, EFTs, and online payments accurately and on schedule.

+ Strong Microsoft Excel skills, including use of pivot tables and VLOOKUP.

+ Experience working with Quick Books, including Quick Books Desktop.

+ Familiarity with Microsoft Office applications and Microsoft Teams.

+ Ability to analyze information, interpret invoice and expense data, and code expenses correctly to accounts and cost centers.

+ Strong attention to detail and high level of accuracy in data entry and recordkeeping.

+ Proficient math skills for handling financial calculations and reconciliations.

+ Excellent customer service and communication skills for interacting with vendors, internal staff, and other stakeholders.

+ Ability to handle debt and credit transactions, including invoice processing and account reconciliation.

+ Technology skills and the ability to learn new software systems, including Great Plains Dynamics or similar platforms.

+ 1-5 years of administrative experience in a similar role, ideally with direct accounts payable experience.

+ Associates or Bachelor's degree in accounting, finance, or a related field, or an equivalent combination of education and experience.

+ Direct communication style and the ability to work independently while managing multiple tasks and deadlines.

Additional

Skills & Qualifications

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Experience with finance functions such as invoice processing, reconciliation, and vendor account verification.

+ Knowledge of three-way matching processes to ensure accuracy between purchase orders, receipts, and invoices.

+ Familiarity with accounting software such as Great Plains Dynamics and other ERP or bookkeeping systems.

+ Comfort working with both accounts payable and accounts receivable tasks as needed.

+ Strong organizational skills to manage documents, records, and…