Accounts Payable

Job Summary :

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

Key Responsibilities :

• 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, to travel for training or other functions.

Education :

Experience :

Knowledge Skills & Abilities :

Work Location and Travel :

Work Environment :

Physical Requirements :

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

Stand / Sit : This is primarily a sedentary role, requiring the employee to sit for extended periods while processing invoices and performing data entry. Occasionally, the employee will need to stand for meetings or to access different work areas and supplies.

Walk : Occasionally required to walk to move between different office areas, interact with colleagues, and manage physical documentation or supplies..

Use hands / fingers to handle or feel : Frequently required to use hands and fingers to handle invoices, process payments, and manage financial documentation accurately.

Climb : Not typically required for this role.

Stoop, kneel, crouch or crawl : Occasionally required to stoop, kneel, or crouch to access lower storage areas or retrieve files and documents from cabinets or shelves.

See : Specific vision abilities required to review and verify invoices, reconcile financial records, and ensure accurate data entry and payment processing.

Carry, weight, Lift : Must be able to occasionally lift or move objects up to 10 pounds, to transport files, document boxes, or office supplies required for their tasks.

Exposure to work : Primarily works in an office environment with minimal exposure to adverse conditions. Occasionally, the role may involve visiting other company locations or attending off-site meetings or training sessions.

Must be legally authorized to work in the United States.

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