Accounts Payable Associate

The Accounts Payable Associate will be responsible for the accurate and timely processing of all accounts payable transactions, and vendor maintenance. The Accounts Payable Associate ensures invoices, purchase orders, and subcontractor payments are entered and reconciled correctly and maintains organized and compliant vendor records. The ideal candidate is detail-oriented, organized, and comfortable working with accounting software, spreadsheets, and cross-functional teams such as purchasing and vendors.

The day-to-day responsibilities of this role include:

• Enter accounts payable and purchase order vouchers into Deltek Costpoint daily; verify invoice approvals and accuracy prior to entry.
• Assemble purchase order packets daily by matching invoices with receiving documentation, verifying that receiving and invoice quantities match, and confirming no sales tax has been charged where applicable.
• Maintain the monthly invoices spreadsheet weekly, ensuring it is fully reviewed and completed by month close;
• Set up new vendors in Deltek Costpoint and confirm all necessary documentation is received and maintained.
• Maintain updated records for existing vendors, including requesting EFT information for any vendor missing it on file.
• Manage the ShareFile account, including all documents received in the ShareFile Vendor Info folder.
• Process all corrections submitted to the AP email inbox.
• Enter subcontractor vouchers into Costpoint daily or as needed.
• Enter cash receipts daily.
• Clear checks daily.
• Work with the purchasing team weekly to resolve open items, including researching open invoices missing receiving documentation and following up with vendors on invoices not yet received.

Qualifications

• High school diploma or equivalent. Associate's degree in accounting, finance or related field is preferred.
• One to three years of experience in accounts payable, payroll, or general accounting support preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Solid organizational and time-management skills, with the ability to manage recurring daily, weekly and bi-weekly deadlines.
• Effective written and verbal communication skills for vendor and cross-departmental correspondence.
• Ability to maintain confidentiality of sensitive financial and payroll information.