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Job Title: Accounts Payable Associate
Job Summary
The Accounts Payable Associate is responsible for performing accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions. This position requires support from 8:00am-5:00pm CST, Monday through Friday. This role ensures that all invoices are accurately processed, approved, and paid on time while maintaining strong vendor relationships and supporting internal controls and compliance standards. The ideal candidate will demonstrate strong organizational skills and the ability to manage multiple tasks while maintaining accuracy in financial record-keeping. This position assists in most administrative aspects of the accounts payable functions, including reviewing and processing source data to provide accurate and timely entry to accounting systems and sub-systems.
Job Duties and Key Responsibilities
- Collaborate with client departments to coordinate vendor payments and resolve discrepancies or disputes.
- Enter invoices into the accounting system and ensure timely payment processing.
- Request weekly and monthly statements from vendors via email to reconcile vendor account information.
- Reconcile statements received from vendors against local records and follow up on any missing documents.
- Set up new vendor accounts in the local system.
- Monitor the Accounts Payable shared inbox, clearing it each morning and afternoon.
- Review and verify invoices and check requests for accuracy, completeness, and proper authorization.
- Match invoices to purchase orders and receipts (3-way match)
- Resolve discrepancies and communicate with vendors and internal departments to clarify invoice issues.
- Prepare and process electronic transfers and check payments.
- Maintain vendor files and ensure accurate 1099 reporting.
- Assist in monthly close process, including accruals and AP aging review.
- Respond to inquiries and provide support during audits.
- Respond to vendor inquiries as needed.
- Monitor accounts to ensure payments are up to date.
- Support client month-end and year-end closing activities related to accounts payable.
- Comply with company policies, internal controls, and accounting procedures.
Qualifications
- 2+ years of experience in a client-facing accounts payable or accounting role.
- Bachelor’s degree in accounting, finance, or a related field preferred.
- Experience working with clients in different industries is highly valued.
- Proficiency in Microsoft Office Suite (particularly Excel, Word, and Outlook).
- Experience with NetSuite, OpenAir, or similar ERP systems preferred.
- Strong organizational and time management skills.
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy in financial data entry.
- Ability to manage multiple tasks simultaneously and work well under pressure.
- Ability to work under pressure and adhere to tight schedules.
- Capable of working independently and as a team member with general supervision.
- Commitment to accuracy and quality.
- Commitment to maintaining confidential information.
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