Accounts Payable Administrator

Job Duties & Responsibilities

• Collect and organize invoices received via a centralized email address or physical mail
• Scan and digitize invoices for electronic processing when necessary
• Monitor and maintain the AP workflow process to ensure all invoices are properly routed, approved, and returned
• Support staff in utilization of Purchase Orders ensuring they are organized and resolved
• Cook with Budget Manager to ensure proper budget approval of expenditures through spend management
• Import approved invoices into the accounting system for payment processing
• Aid in the collection and workflow of agency credit card charges
• Ensure proper documentation and approvals for credit card transactions
• Maintain and update vendor records, including addresses and bank information
• Reconcile vendor statements to ensure accounts are up-to-date and discrepancies are resolved
• Conduct invoice and payment research on vendor inquiries
• Respond to vendor inquiries and resolve issues related to invoices, payments, and account status
• Collaborate with other departments to address discrepancies or missing documentation
• Provide general support to the Accounts Payable & Payroll Manager as needed
• Aid in the accurate posting of accounts payable transactions to the general ledger
• Aid in the creation and management of AP technology and software tools
• Ensure compliance with organizational policies and procedures for financial transactions

Job Requirements & Qualifications

• A high school diploma or equivalent required
• Previous admin or clerical experience, preferably in AP or accounting, is a plus
• Familiarity with accounting systems and workflows is desirable
• Strong organizational and time-management skills
• Attention to detail and accuracy in data entry and record-keeping
• Effective written and verbal communication skills
• Proficiency in Microsoft Office, particularly Excel, and other office software
• Ability to learn and adapt to new accounting software and systems