Accounts Payable Associate

Job Summary

The Accounts Payable Associate is responsible for reviewing, recording, distributing, and reporting accounts payable transactions in accordance with organization policies and procedures. In addition, this position assists the Accounts Payable Manager in providing responses to various vendors and customers.

Job Duties & Responsibilities

• Processing invoices and credit memos for the organization

• Responsible for clearing debit reports received from corporate to ensure timely reconciliation of outstanding balances.

• Must be able to meet multiple deadlines simultaneously while maintaining accuracy and quality

• Check vendor account statements for discrepancies. Send necessary updates to vendors and request any unpaid or missing invoices to ensure timely and accurate payments.

• Before processing any payment batch, confirm that the remit-to address matches the vendor record and that the designated payment method has not changed.

• Consistently meet deadlines by prioritizing tasks and managing time effectively in a fast-paced environment.

• Posting timely and accurate invoices and credit transactions to the general ledger

• Verify the accuracy of the following information:

• Respond to vendor requests for tax resale certificates by providing the current version, and ensure revised certificates are distributed annually.

• Tax billed or accrued

• Proper approvals

• Resolving problems; researching and negotiating discrepancies

• Knowledge of all payment types

• Serve as a contact for staff and vendors concerning accounts payable inquiries and issues.

• Prepare and distribute accounts payable checks.

• Assist with special projects as needed.

• Act as backup to co-workers within the department.

• Ensure cooperative and productive working relationships with all staff.

• Demonstrate organizational values, and integrate these beliefs into our environment and ways of work

• Adhere to organizational policies and procedures as described in the Employee Handbook, Technology agreement, and elsewhere.

Job Qualifications

Education:

• High school Diploma or GED.

Experience:

• AP experience required

Skills:

• Knowledge of computerized accounting software, 10 key data entry, Microsoft Office and other general office equipment are required.

• Ability to work both in a team and independently

• Strong attention to detail, concern for accuracy and effectiveness, and ability to handle confidential information.

• Able to accept change

• Strong interpersonal skills are essential.

Working Conditions

• Able to work during standard business hours.

• Able to work a varied schedule to complete projects and meet deadlines in response to changing demands.

• Ability to exchange, clearly and concisely: ideas, facts, and/or technical information and guidance, in person, by telephone, fax or correspondence.

• Ability to apply problem solving and analytical skills to carry out detailed instructions.

• Able to perform work indoors in an office environment, regardless of whether cubicle, open office or private office.

Physical Requirements

• Physical requirements include sight, hearing, sitting for four-plus hours a day, standing, stooping.

• Skills essential for successful communications include speaking, writing, and reading comprehension.

• Able to demonstrate the manual dexterity to operate a personal computer effectively.

• Able to communicate orally in a clear manner.

• Able to hear oral communication either in person or on equipment such as telephone or mobile phone.

• Able to operate a personal computer, either desktop or laptop, for extended periods of time creating, composing and reviewing documents and spreadsheets.

• Able to operate office equipment, including telephone, mobile phone, photocopier, fax machine, scanner and calculator.