Account Payable/Assistant
About The Position
The Accounts Payable / Accounting Assistant is responsible for supporting the daily accounting operations of the organization, with a primary focus on accounts payable processing, vendor management, expense reporting, and financial record maintenance. This position assists with month-end close activities, account reconciliations, audit preparation, and other accounting functions to ensure accurate and timely financial reporting. The ideal candidate is detail-oriented, organized, customer-service focused, and capable of managing multiple priorities while maintaining accuracy and confidentiality.
Requirements
- Associate degree in Accounting, Finance, Business Administration, or related field preferred.
- Equivalent combination of education and experience may be considered.
- Minimum of 2 years of accounts payable or accounting experience preferred.
- Knowledge of accounting principles and accounts payable procedures.
- Strong attention to detail and accuracy.
- Proficient in Microsoft Excel, Word, and Outlook.
- Ability to maintain confidentiality of sensitive information.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to work independently and as part of a team.
- Ability to meet deadlines and manage multiple priorities.
Nice To Haves
- Experience in nonprofit, healthcare, or governmental accounting is a plus.
- Experience with accounting software and ERP systems preferred.
Responsibilities
- Process vendor invoices accurately and timely in accordance with organizational policies.
- Review invoices for proper approval, coding, and supporting documentation.
- Match invoices to purchase orders, contracts, and receiving documentation as applicable.
- Prepare and process weekly check runs, ACH payments, and electronic disbursements.
- Maintain vendor records, including W-9 forms and payment information.
- Respond to vendor inquiries and resolve payment discrepancies.
- Monitor accounts payable aging and assist in managing outstanding obligations.
- Reconcile vendor statements and investigate differences.
- Ensure compliance with internal controls and purchasing policies.
- Process 1099 at year-end.
- Review employee expense reports for completeness and policy compliance.
- Process employee reimbursements in a timely manner.
- Assist with corporate credit card reconciliation and receipt collection.
- Follow up with employees regarding missing documentation or approvals.
- Assist with month-end and year-end closing activities.
- Prepare journal entries and supporting schedules as assigned.
- Reconcile bank accounts, balance sheet accounts, and subsidiary ledgers.
- Assist with grant, department, and project expense tracking.
- Support accounts receivable activities as needed.
- Maintain accurate accounting records and filing systems.
- Assist with preparation of financial reports and audit schedules.
- Provide support during annual audits and regulatory reviews.
- Maintain organized electronic and physical accounting files.
- Assist with document retention and record management requirements.
- Support special projects and process improvement initiatives.
- Provide excellent customer service to internal departments and external vendors.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
