Accounts Payable Associate Job Description
Accounts Payable Associate Duties & Responsibilities
To write an effective accounts payable associate job description, begin by listing detailed duties, responsibilities and expectations. We have included accounts payable associate job description templates that you can modify and use.
Sample responsibilities for this position include:
Accounts Payable Associate Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Accounts Payable Associate
List any licenses or certifications required by the position: ACCA, IRS
Education for Accounts Payable Associate
Typically a job would require a certain level of education.
Employers hiring for the accounts payable associate job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Accounting, Finance, Associates, Education, Business, Business/Administration, Technical, Accountancy, Economics, General Education
Skills for Accounts Payable Associate
Desired skills for accounts payable associate include:
Desired experience for accounts payable associate includes:
Accounts Payable Associate Examples
Accounts Payable Associate Job Description
- Review expense receipts to ensure that they support the travel and entertainment expenses
- Retrieving images and accurately capturing invoices details into the payables system
- Ensuring the correct document type is assigned
- Ensuring accurate coding
- Ensuring the image is associated with the voucher
- Ensuring approvals are consistent with GCAP policy
- Requesting assistance early if they cannot complete the assigned input within the specified timeframe
- Maintaining established quality, productivity and timeliness standards
- Vendor creation and maintenance
- Reconciliation of account balances to the general ledger
- Creating and managing month-end reports and assisting with month end account reconciliations
- Compiling payroll data such as hours worked, taxes, and insurance to be withheld, and employee identification number, from time sheets and other records
- Entering data into payroll system to compute wages and deductions
- Posting data to payroll records, reviewing wages computed and correcting errors to ensure accuracy of payroll
- Lead and participate in Company or System meetings, tasks forces, workgroups
- Act as a subject matter expert on Disbursement policies and processes
Accounts Payable Associate Job Description
- Build relationships and maintain effective communication and coordination between departments
- Identify and implement operational improvements and business process re-engineering strategies
- Participate in strategic planning discussions
- Perform invoice review and processing
- Organize bill payment schedule for clients
- Coordinate wire transfers to fund bill pay accounts
- Supervise bill payment of individual and entity clients
- Submit bank reconciliations
- Oversee Household Payroll filings and related tasks
- Assist with procedures to set up new clients and open new bill pay accounts
- Develop relationships with clients and provide excellent customer service
- Pay vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, resolving purchase order, contract, invoice, or payment discrepancies and documentation
- Pay employees by receiving and verifying expense reports for advances
- Maintaining W9 and W8-BEN data
- Initial reviews, first level approval and rejection of expense reports and processing (maintain relationship with vendor)
- Reviewing and recording AMEX, Seamless, FedEx statements among other
Accounts Payable Associate Job Description
- Maintenance and update of vendor list, ensuring that all necessary information and documentation is provided including W9 forms and 1099 reporting detail
- Review of, distribution and tracking of all invoices and payment requests
- Review of submitted invoices received from multiple offices and entities for accuracy, approval by appropriate signatories, and adherence to established guidelines
- Analysis of all invoice and expense submissions, calculating requirements for sales tax accrual and 1099 reporting, and ensuring accurate G/L expense coding
- Generation of periodic payment runs and coordination of approval from authorized signatories
- Preparation of both online and manual wire payments and coordination of execution by authorized signatories
- Audit of employee expense reimbursement submissions for policy compliance
- Processing multi-currency supplier invoices via an OCR workflow system in to PeopleSoft
- Flag queries including invoices that do not conform to company policy or guidelines back to the operational business units
- Review request for payment (invoices, check requests, employee payment requests, ) to verify accuracy and validity
- Knowledge of item processing
- Entering invoices on a spreadsheet
- Paying vendors and employee expenses
- Maintaining electronic vendor files
- Entering new vendors into accounting system
- Assign proper coding to all invoices to prepare them for processing
Accounts Payable Associate Job Description
- Print and prepare for mailing the checks
- Research and resolve any problems or questions that arise concerning the payment of A/P transactions
- Monitor and check employee expense claims, ensuring all claims adhere to the Company’s Travel and Entertainment Policy
- Deal with supplier, self-employed freelancer and employee queries with regards to unpaid invoices/expense claims, disputed invoices/expense claims, payment cycles
- Collaborate with Purchasing and Receiving teams internal business users to resolve invoice holds on a timely basis
- Comply with Sarbanes Oxley Sec
- Issuance of checks
- Handling/resolving discrepancies
- Hand billing for both US and/or UK
- Process checks and ACH payments in the back office General Ledger system
- 1 year automated Accounts Payable experience preferred
- BA or BS in Business Administration, Accounting or related field
- Strong knowledge of Microsoft Excel including VBA required
- Technologically savvy with the ability pick up many different platforms
- Basic understanding of how a purchasing/payables system works
- Ability to comprehend purpose of task, and anticipate next steps within the big picture
Accounts Payable Associate Job Description
- Ensure that the payment vouchers are appropriately matched to the Purchased Orders where the goods have been received
- Maintain the vendor address book in the back office system
- Ensure receipt of the Form W-9s from all new vendors
- Print and sort Accounts Payable checks as they are printed
- Create and maintain timely and accurate filing of invoice and purchase order support
- Provide the cash requirements report to the Accounts Payable Manager on a weekly basis
- Assist in the annual 1099 reporting process
- Liaise with the AP team on bank lay out of payments
- Ensuring correct bank layout on a regional basis
- Review reports from an audit view
- High school diploma or equivalency, and one to two years of related experience with a proven work record
- High proficiency using other Microsoft Office Applications, data entry and file management
- Should have working experience of Vendor creation process
- Supporting US, Canada & Mexico regions
- Microsoft Excel necessary
- DDS experience preferred