Accounts Payable Associate

Aston Carter•Belvidere, IL

8d•$19 - $20•Onsite

About The Position

The Accounts Payable Associate manages day-to-day accounts payable and receivable activities while serving as the primary front-desk and reception contact in a small, collaborative office environment. This role combines hands-on accounting tasks—such as invoice processing, reconciliations, and credit checks—with office support responsibilities, including answering phones, greeting visitors, and managing office supplies. The position offers long-term stability, exposure to the full lifecycle of a manufacturing business, and the opportunity to grow within a well-established, family-owned company that values teamwork, accountability, and continuous improvement.

Requirements

Minimum of 1 year of undergraduate accounting coursework or 5 years of general accounting work experience.
At least 3 years of accounts payable experience in a professional setting.
Basic knowledge of general ledger concepts and financial statements.
Intermediate proficiency with Microsoft Excel, including common functions and data handling.
Intermediate proficiency with Microsoft Word for preparing and editing documents.
Hands-on experience with accounts payable, including invoice processing and payment preparation.
Strong data entry skills with a focus on accuracy and efficiency.
Ability to perform reconciliations, including credit card and vendor account reconciliations.
Experience with customer invoicing and preliminary collections activities.
Reception or front desk experience, including answering phones and greeting visitors.
Customer service skills, with the ability to communicate clearly and professionally in writing and verbally.
Solid adherence to internal controls and established financial procedures.
Effective multi-tasking skills, with the ability to manage multiple priorities simultaneously.
High level of attention to detail, thoroughness, and accuracy in all work.
Outstanding organizational skills and the ability to maintain orderly records.
Strong written and verbal communication skills.
Ability to prioritize tasks and manage workload to meet deadlines.
Demonstrated focus on process and continuous improvement.
Ability to work successfully both independently and cooperatively with others.
Reliable and dependable, consistently following through on responsibilities.
Ability to follow instructions and established processes accurately.
Positive, friendly attitude with a pleasant and professional demeanor.
Comfort and interest in remaining in a role like this for several years.

Nice To Haves

Experience with an ERP (Enterprise Resource Planning) system.
Prior experience in a manufacturing industry environment.
Previous front desk, reception, or customer service experience in an office setting.
General familiarity with accounting principles beyond accounts payable.
Proficiency with Microsoft Office tools beyond Excel and Word is beneficial.
Interest in learning across functions in a manufacturing and production environment.
Ability to contribute to a collaborative, low-drama workplace and support colleagues as needed.

Responsibilities

Process daily vendor invoices, including matching, coding, and entering them into the accounting system accurately and in a timely manner.
Prepare and issue daily customer invoices, ensuring completeness and correctness of billing details.
Perform preliminary collections on past due invoices by following up with customers in a professional and courteous manner.
Coordinate and process weekly check runs, including compiling payment batches and obtaining necessary approvals in line with internal controls.
Reconcile and resolve discrepancies between purchase orders and vendor invoices by investigating issues and working with internal stakeholders and vendors.
Monitor and maintain the vendor database to ensure appropriate documentation is on file for annual 1099 filings, and assist with the 1099 filing process.
Help safeguard data integrity by following established procedures and identifying inconsistencies or errors in financial records.
Ensure compliance with company financial policies and internal controls in all accounts payable and receivable activities.
Complete monthly credit card reconciliations, matching charges to receipts and resolving any discrepancies.
Conduct new customer credit reference checks to support informed credit decisions.
Handle other accounting duties and project work as assigned to support the finance and operations teams.
Answer the corporate office phone, route calls to the appropriate contacts, and provide courteous assistance to callers.
Greet visitors at the front desk, announce their arrival, and ensure a professional and welcoming first impression.
Sort, distribute, and manage incoming and outgoing mail on a regular basis.
File paid and historical documents weekly to maintain organized and accessible records.
Manage office supplies by monitoring inventory levels, placing orders, and ensuring necessary materials are available.
Provide general front desk and customer service support, maintaining a helpful and professional demeanor at all times.