Job Summary
The Accounts Payable Associate is responsible for the timely and accurate processing of vendor invoices, employee expenses, and outgoing payments. This role ensures that company expenditures are legitimate, properly coded, and paid in accordance with credit terms to maintain strong vendor relationships.
Key Responsibilities
Full-Cycle Invoice Processing: Code and enter a high volume of invoices into the accounting system (ERP) with high accuracy.
The "Three-Way Match": Reconcile purchase orders (PO), receiving documents, and vendor invoices to identify and resolve price or quantity variances.
Disbursement Management: Prepare weekly payment runs (ACH, Wire, Check) and ensure all payments are authorized by the appropriate department heads.
Vendor Maintenance: Set up new vendor profiles, collect Form W-9s, and respond to inquiries regarding payment status or billing errors.
Account Reconciliation: Perform monthly reconciliations of vendor statements to ensure no missing invoices and that the AP sub-ledger matches the General Ledger.
Audit Support: Assist in gathering documentation for internal or external auditors during year-end reviews or tax filings.
Technical & Soft Skills
Software Proficiency: Familiarity with accounting platforms (e.g., NetSuite, SAP, QuickBooks, or Sage) and intermediate Excel skills (Pivot Tables/VLOOKUPs).
Regulatory Knowledge: Basic understanding of GAAP (Generally Accepted Accounting Principles) and 1099 reporting requirements.
Analytical Ability: Strong skills in identifying "red flags" such as duplicate billing or unauthorized charges.
Professionalism: The ability to communicate firmly but politely with vendors and internal staff to resolve disputes.