Accounts Payable Clerk

Aston Carter•Town of Colonie, NY

7d•$20 - $23•Onsite

About The Position

The Accounts Payable Specialist supports financial operations across multiple campuses by accurately 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 works in an Enterprise Resource Planning (ERP) system and collaborates with finance and supply chain teams to maintain accurate records and support month-end and year-end activities. This position is part of an accounts payable team of more than 15 people in a large, integrated health system. It is a contract-to-hire role based onsite in Menands, New York. The standard schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute lunch break. The environment uses accounting and ERP software, Microsoft Office, and common office equipment 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.

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 the ability to interact professionally with suppliers and internal stakeholders.
Proficiency with Microsoft Office, including strong Microsoft Excel skills.
Accurate data entry skills, particularly in Excel.
Solid computer skills, including scanning, filing, and general administrative support tasks.
High 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 working 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 involving sensitive payment terms, rebates, or discount opportunities and promptly identify and address issues requiring additional intervention.
Compile, prepare, and distribute mailed payments accurately and on time.
Follow and enforce applicable accounts payable policies, procedures, and regulations.
Verify that invoices and expense reimbursements have required documentation and approvals before processing.
Maintain supplier file compliance so invoices and payments are issued to the correct supplier, location, and payment method.
Maintain a database and files for supplier invoices that cannot be processed in the ERP system, ensuring documentation is accurate, complete, and reviewed and updated at least weekly.
Respond promptly and professionally to inquiries and assistance requests from departments, colleagues, and suppliers.
Educate and support internal departments and suppliers on invoice and reimbursement processing, policies, and payment status.
Support monthly and year-end activities, including assisting with 1099 filings.
Assist with identifying and pursuing unclaimed funds associated with the organization.
Maintain organized and 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.