AP Associate

REPORTS TO:

Accounts Payable Supervisor

SUMMARY:

The Accounts Payable team is part of the Finance department responsible for the setup of Vendor Master data and the accuracy and timeliness of payments to vendors, employees, and customers. The vendor master data is critical for both internal and external customers. This position acts as the data gatekeeper and works with internal employees, and suppliers to ensure we have the most accurate data possible. Ensuring invoices are accurate is critical to the company’s ability to ensure we are not paying more than agreed upon as well as reviewing for company policy and potential audit risks.

ESSENTIAL JOB FUNCTIONS:
  • Maintains Vendor Master records – Analyzes vendor setup information provided for compliance with Federal guidelines (W-8, W-9), payment term alignment with corporate policies, and banking guidelines and review incoming and changed information for completeness and accuracy
  • Responsible for ensuring payments to vendors, employees and customers are processed per policy
    • Document types will include but are not limited to: Contracts, expense reports, credit cards, invoices, EDI
    • Review approvals are appropriate based on delegation of authority and dollar thresholds.
    • Review GL account numbers and non-stock PO procedure are utilized properly
    • Review terms on invoice are per agreed upon policy with the vendor
    • Validate US Use Tax and Canadian GST/HST tax for accuracy
    • Research and resolve all discrepancies using documented procedures
    • Responsible for the data entry of all document types into ERP system after all procedural reviews are completed and discrepancies resolved
  • Prepare accruals in accordance with the closing schedule
  • Provide exemplary customer service internally and externally
EDUCATION AND EXPERIENCE:
  • Associates degree in related field preferred
  • Minimum of 3 years’ experience in Accounts Payable, including experience with multiple companies and multiple general ledger accounts within one organization. Familiar with A/P month end close process and accruals.
  • ERP experience required, experience with JDE or Oracle a plus

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