Accounts Payable

• Support the Accounts Payable Manager with daily AP operations and administrative activities
• Sort incoming mail by vendor and match invoices with purchase orders and receiving documentation
• Review invoices for accuracy, approvals, coding, quantities, amounts, and payment details
• Calculate invoice extensions and totals and apply available discounts
• Review vendor files and verify vendor remit-to information
• Prepare and enter invoices into the accounting system
• Assign and record voucher numbers, print vouchers, run batch edits, and prepare batches for review
• Review, correct, post, and document AP batches
• Organize voucher packets in Open Payables files
• Select invoices for weekly payment processing based on vendor due dates
• Assist with check printing, signatures, voucher packets, and mailing
• Maintain Paid voucher files by vendor
• Review vendor statements and research outstanding invoices
• Communicate with vendors and internal departments regarding invoice and payment issues
• Respond to phone calls and inquiries about invoice and payment status
• Contact vendors to clarify discrepancies, pricing, receiving documentation, and payment questions
• Set up new vendors and collect required forms and Tax ID information
• Process supply purchase order requisitions and print purchase orders
• Maintain confidentiality of sensitive Company and customer information
• Perform additional duties and projects assigned by the Controller or Chief Financial Officer

Accounts Payable Clerk

• Research and disposition invoices and expense reports, ensuring accurate authorization and account assignment
• Prepare monthly, quarterly, and annual reports for client reporting
• Validate 1099 data
• Review and approve expense reports for weekly payment processing
• Reconcile accounts
• Support special projects as assigned

AP Specialist

• Maintain vendor files, including 1099 maintenance
• Research vendor statements
• Review and process AP checks, ensuring accuracy
• Provide customer service to vendors
• Print checks as needed and prepare checks for mailing
• Monitor the AP phone line and inbox, responding to requests promptly
• Review, process, and sort incoming physical and electronic mail for the AP department