Accounts Payable Clerk

Own the Front End of Everything We Pay For.

If you are the person who catches the coding error before it hits the general ledger, this is your seat. FSS Technologies is growing across six states, and every job we run depends on vendors being set up right and invoices being entered clean and on time. As Accounts Payable Clerk, you own vendor setup and invoice entry in Net Suite from the W-9 forward.

Bring three years of accounts payable experience, a sharp eye for detail, and the discipline to follow a process every single time, and you will have a steady seat on a finance team that is building something.

At FSS Technologies, protecting lives and property is at the core of everything we do. We provide industry-leading life safety and electronic security solutions that help businesses safeguard their people and assets. Guided by our values of excellence, integrity, and accountability, we are building a dynamic and supportive environment where our team can grow and succeed.

The Accounts Payable Clerk is responsible for vendor setup and maintenance and for entering vendor invoices in Net Suite. This position owns the front end of the payables process: collecting and verifying vendor documentation, coding invoices to the correct account, branch, and job, matching invoices against purchase orders and receiving records, and resolving discrepancies so invoices are complete and ready for approval.

This position does not process, release, or issue payments. Payment release is performed by separate authorized personnel.

The following are the essential functions of this position. Reasonable accommodations may be made to enable an individual with a disability to perform these functions.

• Set up new vendor records in Net Suite, including legal and remit-to name, address, payment terms, and vendor classification.
• Collect and verify a completed IRS Form W-9 before a vendor record is activated, and maintain accurate tax classification for each vendor.
• Process changes to vendor records only through the company's documented verification procedure, and never based solely on an emailed request.
• Collect and track vendor certificates of insurance and lien waivers, and flag vendors with missing or expired documentation.

• Enter vendor invoices into Net Suite accurately and within established turnaround times.
• Code each invoice to the correct general ledger account, department, branch, and job or project.
• Match invoices to purchase orders and receiving documentation, and research price, quantity, and receipt discrepancies with purchasing, the warehouse, or the vendor.
• Route invoices for approval under the company's approval authority matrix and follow up on invoices pending approval so payment terms are not missed.
• Apply the correct sales and use tax treatment based on company procedure and the taxing jurisdiction of the job site.

• Reconcile assigned vendor statements and research and clear open items, credits, and duplicate billings.
• Respond to vendor and internal inquiries regarding invoice status.
• Support month-end and year-end close, including accruals for received but unvouchered goods and accounts payable aging reporting.
• Support annual IRS Form 1099 preparation.

• Maintain complete, organized, and auditable accounts payable records under the company's record retention policy, and provide documentation requested by internal or external auditors.
• Follow all internal control procedures applicable to accounts payable.
• Promptly report suspected duplicate invoices, fraudulent invoices, or vendor impersonation attempts to the Controller.
• Report to work as scheduled and maintain consistent, reliable attendance during established business hours.
• Perform other duties as assigned that are consistent with the scope and level of this position.

• Three or more years of accounts payable experience, including vendor setup and high-volume invoice entry.
• Working knowledge of full-cycle accounts payable, three-way match, and general ledger coding.
• Proficiency in Microsoft Excel, including sorting and filtering and basic formulas, plus Word and Outlook.
• Accurate 10-key and data entry with strong attention to detail on high document volumes.
• Clear, professional written and verbal communication with vendors and internal partners.
• Ability to organize, prioritize, and meet recurring deadlines.
• High school diploma or equivalent.

• Experience with Net Suite, particularly accounts payable and job costing.
• Associate or bachelor's degree in accounting, business administration, or a related field.
• Experience in the fire protection, electrical, mechanical, or specialty trade contracting industry.
• Experience with lien waivers, certificates of insurance, and subcontractor compliance documentation.
• Multi-state accounts payable experience.

This position…