Accounts Payable Associate

The Accounts Payable Associate plays a vital role in maintaining the financial integrity of the organization by ensuring the accurate and timely processing of vendor payments and expense transactions. This position is responsible for receiving, reviewing, verifying, and reconciling invoices while supporting effective cost control across the business.

Success in this role requires strong attention to detail, sound judgment, and the ability to proactively identify, investigate, and resolve discrepancies. The Accounts Payable Clerk operates with a high degree of independence while collaborating closely with the Accounts Payable Manager to ensure compliance with internal policies and applicable regulatory standards.

Key functions include auditing invoices, processing payments, and supporting expense reporting processes with precision and efficiency. The ideal candidate demonstrates excellent analytical and numerical aptitude, strong organizational skills, and clear, professional communication. A high level of integrity and discretion is essential, as this role regularly handles confidential financial information.

• Accurately post expenses to appropriate accounts and cost centers by reviewing and analyzing invoices and expense reports
• Process vendor invoices, verify tax information (including W-9s), and prepare and schedule payments
• Review contracts, invoices, and supporting documentation to identify and resolve discrepancies, ensuring proper credits are applied
• Process internal accounts payable checks and coordinate distribution with staff
• Reconcile vendor statements and transactions on a monthly basis to ensure account accuracy
• Maintain and update vendor records, including contracts, tax forms, and payment details
• Manage and disburse petty cash, ensuring proper documentation and reconciliation
• Oversee departmental credit card usage, including issuance, transaction tracking, reconciliation, and timely payments
• Manage ACH payments and upload positive pay files to banking systems
• Review, sort, and match invoices with purchase orders and payment requests
• Monitor accounts to ensure timely payments and resolve outstanding issues
• Investigate and resolve invoice discrepancies and vendor inquiries in a timely manner
• Communicate professionally with vendors and internal teams to address questions and maintain strong relationships
• Support month-end close activities, including reconciliations and reporting
• Review and distribute incoming mail to appropriate departments
• Perform additional ad hoc duties as assigned

• At least 1 year of accounts payable or related experience preferred
• Experience with accounting software such as QuickBooks Desktop, NetSuite, Bill.com, or Concur is a plus
• Strong interpersonal and customer service skills, with a positive and collaborative attitude
• Professional demeanor with excellent judgment, tact, and communication skills
• Ability to effectively interact with all levels of staff, management, and external partners
• Exceptional attention to detail, accuracy, and follow-through
• Strong written, verbal, and interpersonal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• High level of numerical and analytical aptitude

• 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