Accounts Payable Associate

Description

Key Responsibilities

• Open mail and scan invoices into imaging software; review system-populated invoice data for accuracy.
• Match purchase order receipts to invoices within the accounting system and follow up on significant variances.
• Review employee expense reports to ensure proper documentation and policy compliance.
• Code invoices accurately using the company chart of accounts.
• Review, verify, and process vendor invoices and statements to ensure accuracy, proper approvals, and compliance with company policies.
• Reconcile vendor statements and resolve discrepancies, including researching outstanding or duplicate invoices.
• Set up payment batches and process regular and ad hoc payment runs, including ACH, wire transfers, and check payments.
• Print, distribute, and mail manual checks as required.
• Monitor and assist with the generation, review, and distribution of system-generated and manual checks.
• Enter and maintain accounts payable transactions in the ERP or accounting system, including petty cash, manual checks, and supporting documentation.
• Respond to inquiries from internal departments and vendors regarding invoice status, payment timing, and discrepancies.
• Communicate directly with vendors to resolve billing issues and clarify invoice details.
• Maintain organized electronic and/or physical records in accordance with document retention policies.
• Support audits and internal reviews by providing documentation and responding to requests in a timely manner.
• Perform other related duties and projects as assigned.

Required Qualificiations & Skills

• Prior experience in accounts payable, accounting support, or a related administrative role.
• Working knowledge of basic accounting principles and accounts payable processes.
• Proficiency in Microsoft Excel and Word; experience with ERP or accounting software.
• Strong attention to detail with the ability to manage multiple priorities and deadlines.
• Effective communication and customer service skills.
• Strong organizational, documentation, and data entry skills.
• Ability to work independently and collaboratively in a team environment.

Preferred Qualifications

• Associate's degree or coursework in Accounting, Finance, or a related field.
• Experience working with mid-to-large ERP systems (e.g., SAP, Oracle, NetSuite, or similar).
• Familiarity with electronic invoicing platforms, imaging systems, and automated AP workflows.
• Understanding of internal controls and audit support processes.
• Experience in a multi-entity or high-volume accounts payable environment.

Core Competencies

• Attention to Detail and Accuracy
• Time Management and Prioritization
• Problem Solving and Analytical Thinking
• Customer Service Orientation
• Ethical Judgment and Confidentiality
• Collaboration and Communication

Compliance & Employment Statements

This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay in accordance with applicable laws.

The Company is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role in accordance with the Americans with Disabilities Act (ADA).

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.