Senior Accounts Payable Associate

The Senior Accounts Payable Associate is responsible for handling key accounts payable functions, ensuring the accurate and timely processing of invoices, payments, expense transactions, and reconciliations. This position plays an important role in supporting the organization's financial operations by maintaining accurate records, ensuring compliance with established procedures, and contributing to efficient accounts payable processes.

Reporting directly to the Accounts Payable Manager, this individual will work with a high degree of independence and accountability, taking ownership of assigned A/P responsibilities from invoice review through payment processing and reconciliation. The role requires sound judgment, the ability to identify and resolve discrepancies, prioritize competing deadlines, and communicate effectively with vendors, department heads, and internal stakeholders.

The ideal candidate is detail-oriented, proactive, and knowledgeable in accounts payable and general accounting practices, with the ability to anticipate issues, recommend process improvements, and contribute to the overall efficiency and accuracy of the accounting function.
 

• Handle the accounts payable cycle, including receiving, reviewing, coding, processing, and scheduling payments for vendor invoices.
• Review invoices, contracts, purchase orders, and supporting documentation to ensure accuracy, proper approvals, appropriate expense allocation, and compliance with company policies.
• Prepare and coordinate vendor payments through ACH, checks, and other payment methods, including positive pay uploads and payment distribution.
• Maintain accurate vendor records, including W-9s, tax documentation, contracts, and payment information.
• Review and reconcile vendor statements, accounts payable balances, and related general ledger accounts, researching and resolving discrepancies, outstanding balances, and unapplied credits.
• Review A/P aging and outstanding liabilities, following up on unresolved items and ensuring balances are properly supported and recorded.
• Serve as a primary point of contact for vendor inquiries, payment issues, and account discrepancies, ensuring timely communication and resolution.
• Process employee reimbursements, expense reports, vendor credits, adjustments, and other payment-related transactions.
• Handle departmental credit card activity, including reviewing transactions, tracking expenses, reconciling statements, and processing payments.
• Coordinate petty cash activity and reconciliations in accordance with established procedures.
• Monitor outstanding invoices and payment schedules to ensure timely processing and identify potential issues.
• Work directly with department heads and internal stakeholders to resolve invoice discrepancies, obtain approvals, clarify expense coding, address outstanding requests, and communicate payment timelines and documentation requirements.
• Maintain accurate A/P records and support internal controls through proper documentation, account review, and adherence to accounting procedures.
• Support month-end close activities, including A/P reconciliations, expense accruals, reporting, and follow-up on outstanding items.
• Collaborate with the A/P Manager and Accounting team to resolve operational issues, improve workflows, strengthen internal controls, and increase efficiency and accuracy.
• Assist with accounting system updates, implementations, and enhancements, as well as special projects and other duties as assigned.

• 3+ years of accounts payable or related accounting experience.
• Strong understanding of accounting principles and general accounts payable processes.
• Knowledge of vendor reconciliations, general ledger coding, and expense allocation.
• Experience with accounting software such as QuickBooks Desktop, NetSuite, Bill.com, and/or Concur preferred.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills with the ability to work effectively with vendors, department heads, and internal teams.
• Ability to work independently, manage competing priorities, and meet deadlines.
• High level of accuracy, professionalism, integrity, and attention to detail.
• Perform other related accounting duties as assigned to support the needs of the Accounting and Finance department.

• 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