Account Payable/Assistant

## Description

**JOB DESCRIPTION**

**JOB TITLE:** **Accounts Payable / Acct Assistant**

**DEPARTMENT:** Administration/Finance

**REPORTS TO:** Assistant Controller

**FLSA STATUS:** Exempt

**SUPERVISES STAFF:** No

**BLOODBORNE PATHOGENS EXPOSURE:** Classification 3

**JOB SUMMARY:** The Accounts Payable / Accounting Assistant is responsible for supporting the daily accounting operations of the organization, with a primary focus on accounts payable processing, vendor management, expense reporting, and financial record maintenance. This position assists with month-end close activities, account reconciliations, audit preparation, and other accounting functions to ensure accurate and timely financial reporting.

The ideal candidate is detail-oriented, organized, customer-service focused, and capable of managing multiple priorities while maintaining accuracy and confidentiality.

**ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:**

**Accounts Payable**

• Process vendor invoices accurately and timely in accordance with organizational policies.
• Review invoices for proper approval, coding, and supporting documentation.
• Match invoices to purchase orders, contracts, and receiving documentation as applicable.
• Prepare and process weekly check runs, ACH payments, and electronic disbursements.
• Maintain vendor records, including W-9 forms and payment information.
• Respond to vendor inquiries and resolve payment discrepancies.
• Monitor accounts payable aging and assist in managing outstanding obligations.
• Reconcile vendor statements and investigate differences.
• Ensure compliance with internal controls and purchasing policies.
• Process 1099 at year-end.

**Expense Reimbursements & Credit Cards**

• Review employee expense reports for completeness and policy compliance.
• Process employee reimbursements in a timely manner.
• Assist with corporate credit card reconciliation and receipt collection.
• Follow up with employees regarding missing documentation or approvals.

**General Accounting Support**

• Assist with month-end and year-end closing activities.
• Prepare journal entries and supporting schedules as assigned.
• Reconcile bank accounts, balance sheet accounts, and subsidiary ledgers.
• Assist with grant, department, and project expense tracking.
• Support accounts receivable activities as needed.
• Maintain accurate accounting records and filing systems.
• Assist with preparation of financial reports and audit schedules.
• Provide support during annual audits and regulatory reviews.

**Administrative Support**

• Maintain organized electronic and physical accounting files.
• Assist with document retention and record management requirements.
• Support special projects and process improvement initiatives.
• Provide excellent customer service to internal departments and external vendors.

## Qualifications
**EDUCATION/LICENSURE/CERTIFICATION QUALIFICATIONS:**
**REQUIRED:**

• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• Equivalent combination of education and experience may be considered.

**PREFERRED:**

• Minimum of 2 years of accounts payable or accounting experience preferred.
• Experience in nonprofit, healthcare, or governmental accounting is a plus.
• Experience with accounting software and ERP systems preferred.

• **SKILLS AND EXPERIENCE:**
• **REQUIRED:**

• Knowledge of accounting principles and accounts payable procedures.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Excel, Word, and Outlook.
• Ability to maintain confidentiality of sensitive information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Ability to meet deadlines and manage multiple priorities.