Accounts Payable Associate

The Accounts Payable Clerk is responsible for assisting with the accurate and timely processing of vendor invoices, payments, and expense transactions as part of the organization's Accounts Payable team. This position supports the maintenance of accurate financial records, internal controls, and compliance with established accounting policies and procedures.

The ideal candidate is detail-oriented, organized, and dependable, with strong numerical and analytical skills. The ability to manage assigned responsibilities, identify and communicate discrepancies, and work collaboratively with team members, vendors, and internal departments is essential. This position works closely with the Accounts Payable team and other members of the Accounting Department to support daily accounting operations and month-end closing activities, under the direction and oversight of the Accounts Payable Manager.
 

• Assist with reviewing, verifying, and processing vendor invoices, purchase orders, and payment requests for accuracy and proper approval.
• Review and code expenses to the appropriate general ledger accounts, departments, and cost centers.
• Data entry and update financial information in the accounting system as needed, ensuring accuracy and completeness.
• Assist with verifying vendor tax documentation, including W-9 forms, and maintaining accurate vendor records.
• Review invoices, contracts, and supporting documentation to identify discrepancies and ensure applicable credits are applied.
• Assist with preparing, processing, and scheduling vendor payments in accordance with established payment terms and procedures.
• Process accounts payable checks and coordinate distribution with appropriate staff.
• Assist with reconciling vendor statements and researching outstanding balances, payment discrepancies, and missing credits.
• Monitor assigned accounts and follow up on outstanding invoices to support timely payments.
• Respond to vendor inquiries and work with internal departments and team members to resolve invoice and payment issues.
• Assist with maintaining vendor records, including contact information, contracts, tax forms, and payment details.
• Assist with reviewing departmental credit card transactions and following up with employees for missing receipts, expense documentation, and supporting information.
• Review and assist with processing employee expense reports, ensuring proper documentation and expense coding.
• Assist the Grants team with retrieving, organizing, and providing invoices and supporting documentation as requested.
• Support month-end closing activities, including reconciliations, accruals, and reporting.
• Maintain organized accounts payable records and supporting documentation.
• Assist with reviewing, sorting, and distributing incoming mail to the appropriate departments.
• Provide general accounting and administrative support to the Accounts Payable team.
• Perform other related duties and special projects as assigned.

• At least one year of accounts payable experience preferred.
• Experience with accounting software such as QuickBooks Desktop, NetSuite, Bill.com, and Ramp is a plus.
• Comfortable with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong numerical, analytical, and problem-solving skills.
• Exceptional attention to detail, accuracy, and organizational skills.
• Ability to prioritize assigned tasks, manage multiple responsibilities, and meet deadlines.
• Strong written, verbal, and interpersonal communication skills.
• Excellent customer service skills and the ability to interact professionally with vendors, employees, management, and external partners.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive financial information with integrity.
• Ability to work independently on assigned responsibilities while contributing positively to a collaborative team environment.

• Medical insurance (up to 91% employer-funded) through Kaiser Permanente and Blue Shield, depending on plan selection
• Dental and vision insurance
• 100% employer-paid life, AD&D, and long-term disability insurance
• Employee Assistance Program (EAP)
• Professional development reimbursement opportunities
• 401(k) plan with company matching
• Paid time off: 10 vacation days per year
• 6 sick days per year
• Potential eligibility for the Public Service Loan Forgiveness (PSLF) program for qualifying federal student loans