Accounts Payable

About the role

The Accounts Payable position assists in the efficient operations of the A/P department and facilitates prompt and accurate accounting practices. This role exemplifies company standards through excellent communication and customer service for both internal staff and outside vendors.

Responsibilities

• Accurately vouch non-trade invoices, ensuring proper coding, approval, terms, and supporting documentation.
• Verify pricing, quantities, freight charges, and tax information prior to voucher creation.
• Convert purchase orders to vouchers, ensuring consistency between PO, packing slip, and invoice.
• Review vendor statements regularly and reconcile discrepancies with unpaid invoices.
• Maintain complete and organized vendor files, including W-9s, credit applications, and correspondence.
• Communicate professionally with vendors to resolve billing issues and request missing documentation.
• Prepare A/P checks for printing, sorting, stuffing, and mailing according to weekly check run procedures.
• Assist with electronic payment processing (ACH, credit cards) when applicable.
• Monitor due dates to ensure invoices are paid within terms and avoid late fees.
• Open, sort, and distribute incoming mail daily.
• Route intercompany and branch paperwork to appropriate recipients in a timely manner.
• File packing lists, paid invoices, unpaid invoices, and other supporting documents according to retention policies.
• Identify invoices subject to Use Tax and apply proper tax coding in accordance with company and state guidelines.
• Assist with year-end reporting requirements (e.g., vendor confirmations, document pulls).
• Issue purchase orders for non-inventory purchases following approval guidelines.
• Provide excellent customer service to internal teams and external vendors through timely communication and follow-up.
• Cross-train in all Accounts Payable functions to provide departmental coverage during absences.
• Assist with process improvements and recommend efficiencies where appropriate.
• Perform other duties as assigned by Management.

Requirements

• Experienced with Microsoft Outlook, Word, and Excel.
• Detail-oriented with excellent communication skills (verbal and written).
• Strong customer service skills.
• Ability to work in a group setting with minimal supervision.
• Self-motivated and proactive.
• Must be able to lift 40 lbs.