Accounts Payable Clerk at undefined

Summary

The Accounts Payable Associate ensures accurate and timely processing of financial transactions, supports reconciliation and reporting activities, and maintains compliance with company accounting policies.

 Responsibilities

• Prepare and verify daily accounts payable transactions by matching invoices to packing slips and reconciling charges and quantities against purchase orders.
• Review invoice coding for accuracy in alignment with chart of accounts and company accounting policies.
• Prepare invoice batches and enter accounts payable data into the accounting system.
• Perform basic bookkeeping tasks, including tracking expenses, maintaining vendor ledgers, and assisting with accrual entries as needed.
• Reconcile and maintain credit card transactions/statements and ensure proper GL allocation.
• Assist with month-end closing procedures by providing AP reports, reconciling outstanding payable's, and supporting accrual documentation.
• Prepare vendor payments, track aging reports, monitor accounts to ensure timely payments, and assist in cash flow planning.
• Maintain and update vendor profiles, ensuring accuracy of financial and tax documentation (e.g., W-9 forms).
• Provide documentation and support during internal/external audits or financial reviews.
• Complete simple and complex account-related calculations and assist in troubleshooting discrepancies or variances.
• Process outgoing and incoming mail, manage postage meter, and process FedEx/shipping invoices.
• Order and maintain supplies for both the kitchen and office within budget guidelines.
• Organize and maintain physical and electronic financial records in accordance with accounting documentation standards.
• Manage vehicle registration/documents and maintain logs for accounting records. 
• Maintain cleanliness and coordinate necessary maintenance of NSS owned vehicle(s).
• Use company vehicle for company business related tasks, i.e. Perform local pickups, bank runs, and other business related errands.
• Collaborate with accounting personnel to resolve AP issues and support overall financial operations.

The duties listed above are intended only as a general illustration of the various types of work that may be performed. Other related duties may be assigned as needed.

Scope of Position

Reports to:  Accounting Manager

Supervises: None

Signature Authorities: None

Location: On-site 

Minimum Qualifications

Education: 

• High school diploma
• Some coursework in accounting or finance preferred.

 Experience: 

• 0–2 years of experience in accounts payable or general accounting (preferred) but not required.
• Demonstrated understanding of bookkeeping principles, reconciliations, and accounting procedures. 
• Must possess and maintain a clean and current driver’s license.

Abilities, Knowledge, and Skills: 

• Basic understanding of debit/credit entries and general ledger processes.
• Ability to maintain confidentiality of financial records.
• Strong organizational, analytical, and problem-solving skills.
• Working knowledge of Microsoft Excel (formulas, sorting, reconciliation), Word, Adobe, Teams, and Outlook.
• Excellent time management, accuracy, and attention to detail.
• Highly reliable with ability to meet deadlines in an accounting cycle environment.

Physical and/or Medical Demands: 

• Regularly required to stand; walk; sit; talk; reach; climb flight of stairs; stoop; crouch; listen; vision capable of reading, viewing a computer screen, and may occasionally lift up to 20 lbs. 

Desired Qualifications

• Experience in Deltek Costpoint or similar ERP system
• Basic understanding of accrual accounting.
• Experience supporting month-end close or audit processes.