Accounts Payable Clerk
About The Position
The Accounts Payable Specialist supports financial operations across multiple campuses by processing and distributing accounts payable transactions, including invoices, reimbursements, refunds, and credits. The role ensures timely payments in accordance with organizational policies and regulations and provides service to internal departments and external suppliers. The specialist uses an Enterprise Resource Planning (ERP) system and works with finance and supply chain teams to maintain accurate records and support month-end and year-end activities. This contract-to-hire position is based onsite in Menands, New York. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute lunch break. The position is part of an accounts payable team of more than 15 people in a large, integrated health system. The work involves accounting and ERP software, Microsoft Office, and office equipment used for filing, scanning, and data entry. The dress code is business casual, and the culture emphasizes collaboration, professional communication, and opportunities for long-term growth. The listed pay range is $20.00–$23.00 per hour. Benefits may be available subject to eligibility, job classification, length of employment, and plan terms. The role is offered through Aston Carter.
Requirements
- At least 2 years of accounts payable experience.
- Experience with accounts payable processes, including vendor invoices, reimbursements, refunds, and credits.
- Proficiency with accounting software and Enterprise Resource Planning (ERP) systems.
- Strong vendor communication skills and ability to interact professionally with suppliers and internal stakeholders.
- Proficiency with Microsoft Office, especially Microsoft Excel.
- Accurate data entry skills, particularly in Excel.
- Solid computer skills, including scanning, filing, and general administrative support tasks.
- Strong attention to detail and accuracy in financial transactions and records.
- Ability to maintain organized invoice and supplier documentation.
- Strong written and verbal communication skills and timely responses to inquiries.
- Ability to work collaboratively in a team-oriented environment.
- Associate degree.
Nice To Haves
- Experience in a large, multi-campus or multi-entity organization.
- Familiarity with 1099 reporting and year-end financial activities.
- Experience handling sensitive payment terms, rebates, and discount opportunities.
- Comfort working with a high volume of vendor invoices and payments.
- Ability to manage multiple tasks and deadlines while maintaining accuracy.
- Strong organizational skills for maintaining databases and supporting documentation.
- Typing proficiency and ability to work efficiently with digital records.
- Interest in long-term growth and development within a large health system.
Responsibilities
- Process invoices, reimbursements, refunds, credits, and related payments accurately and on time in ERP software, following cash allocation guidelines issued by Treasury.
- Monitor invoices with sensitive payment terms, rebates, or discount opportunities, and identify and address issues requiring additional intervention.
- Compile, prepare, and distribute mailed payments accurately and promptly.
- Ensure compliance with applicable accounts payable policies, procedures, and regulations.
- Verify invoices and expense reimbursements have required documentation and approvals before processing.
- Follow supplier file processes and standards to ensure invoices and payments are issued to the correct supplier, location, and payment method.
- Maintain a database and related files for supplier invoices that cannot be processed in the ERP system; ensure records are complete and accurate and review and update them at least weekly.
- Respond promptly and professionally to requests and inquiries from departments, colleagues, and suppliers.
- Assist and educate internal departments and suppliers about invoice and reimbursement processing, policies, and payment status.
- Support monthly and year-end activities, including completion of 1099 filings.
- Assist with identifying and pursuing unclaimed funds associated with the organization.
- Maintain organized, accessible financial records to support compliance with financial processes and regulations.
- Collaborate with departments to support organizational and supply chain missions and provide customer service efficiently.
- Work with Sourcing & Contracting, Data Integrity, Accounts Payable, Receiving and Distribution, Finance, and Treasury to resolve issues and improve processes.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Critical illness, accident, and hospital coverage
- 401(k) retirement plan with pre-tax and Roth post-tax contributions
- Voluntary life and AD&D insurance for employees and dependents
- Short- and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time off/leave, including PTO, vacation, or sick leave; eligibility and terms apply
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What This Job Offers
Career Level
Entry Level
Education Level
Associate degree
