kapolei Work Opportunities ∙ Page 2

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.