Key Responsibilities:

Accounts Payable Processing

• Perform high-volume invoice processing using 3-way match (PO, invoice, and receiving documentation).
• Enter vouchers accurately, ensuring invoices align with approved purchase orders and purchasing documents.
• Review invoices for accuracy, proper approvals, coding, and compliance with company policies.
• Accurately code invoices to correct projects and department.

Payment Processing

• Prepare and process weekly payment batches accurately and on time.
• Ensure all payments are made in accordance with purchasing policies, procedures, and authorization requirements.
• Maintain schedules to track recurring and monthly vendors to ensure timely payment.

Vendor Management

• Communicate with vendors and volunteers to obtain required documentation, including W-9s, banking details, and other payment-related information.
• Update and maintain vendor, merchant, and vendor account information as needed.
• Respond to vendor and internal customer inquiries timely in a friendly, professional, and courteous manner.

Reconciliations & Reporting

• Reconcile and review accounts payable aging reports monthly.
• Follow up on and resolve open AP invoices over 30 days old.
• Assist with monthly close activities, including account reconciliations, as assigned.

Purchase Orders

• Match Purchase Orders, ensuring all required approvals are obtained.
• Work with the purchasing department in a professional manner
• Communicate PO status, open balances, and related information to staff in accordance with purchasing policies.

Compliance & Documentation

• Maintain organized and complete AP documentation, support records, and files.
• Ensure records are maintained in compliance with applicable laws and regulations.
• Assist with research related to state use and sales tax exemptions and filings, when applicable.
• Accurately process annual 1099 reporting.
• Maintain and update the Accounts Payable policies and procedures manual.

Audit & Regulatory Support

• Assist with preparation for the annual audit.
• Support IRS filings and other regulatory requirements as needed.

Qualifications:

Required

• Proven experience in high-volume accounts payable processing.
• Strong experience with 3-way match invoice processing.
• Knowledge of full-cycle accounts payable functions.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong communication and customer service skills.
• Proficiency with accounting systems and Microsoft Excel.

Preferred

• Experience with purchase order–driven environments.
• Experience with 1099 processing and sales/use tax compliance.
• Prior experience supporting audits and month-end close.
• Experience with Dynamics Business Central

$32-$36/hr