Accounts Payable Clerk

Aston Carter•Town of Colonie, NY

2d•Onsite

About The Position

The Accounts Payable Specialist is responsible for managing all accounts payable transactions to support the operations across multiple campuses. This role involves handling invoices, reimbursements, refunds, credits, and related transactions using various payment methods. The position ensures accurate and timely payment processing, maintaining compliance with applicable policies and regulations, and providing exceptional service to both internal and external stakeholders.

Requirements

Proficiency in accounts payable and accounting software.
Experience with vendor invoices and communication.
Strong skills in Microsoft Office, particularly Microsoft Excel.
Administrative support skills including filing, scanning, and computer literacy.
Detail-oriented with excellent data entry skills.
2+ years of experience in Accounts Payable.

Responsibilities

Process payments for invoices, reimbursements, refunds, credits, and related items accurately and timely in the Enterprise Resource Planning (ERP) software, following cash allocations issued by Treasury.
Identify and address any issues requiring additional intervention, especially those involving sensitive payment terms or opportunities for rebates or discounts based on payment timing.
Compile and distribute mailed payments promptly and accurately.
Ensure compliance with and enforcement of all applicable policies, procedures, and regulations, ensuring all invoices and expense reimbursements have the required documentation and approvals.
Maintain and update supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location, and payment method.
Manage a database for supplier invoices that cannot be processed in ERP, ensuring documentation is accurate, complete, and reviewed weekly.
Respond to inquiries and requests professionally and timely, assisting and educating departments, colleagues, and suppliers regarding invoice or reimbursement processing, policies, or payment status.
Assist in coordinating and completing monthly and year-end activities, including 1099 filings.
Pursue unclaimed funds identified for the organization.
Ensure records are maintained and accessible to support and comply with financial processes and regulations.
Collaborate with other departments to support the mission and ensure outstanding customer service in a collaborative and efficient manner.