JOB DESCRIPTION
JOB TITLE: Accounts Payable / Acct Assistant
DEPARTMENT: Administration/Finance
REPORTS TO: Assistant Controller
FLSA STATUS: Exempt
SUPERVISES STAFF: No
BLOODBORNE PATHOGENS EXPOSURE: Classification 3
JOB SUMMARY: The Accounts Payable / Accounting Assistant is responsible for supporting the daily accounting operations of the organization, with a primary focus on accounts payable processing, vendor management, expense reporting, and financial record maintenance. This position assists with month-end close activities, account reconciliations, audit preparation, and other accounting functions to ensure accurate and timely financial reporting.
The ideal candidate is detail-oriented, organized, customer-service focused, and capable of managing multiple priorities while maintaining accuracy and confidentiality.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Accounts Payable
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Process vendor invoices accurately and timely in accordance with organizational policies.
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Review invoices for proper approval, coding, and supporting documentation.
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Match invoices to purchase orders, contracts, and receiving documentation as applicable.
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Prepare and process weekly check runs, ACH payments, and electronic disbursements.
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Maintain vendor records, including W-9 forms and payment information.
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Respond to vendor inquiries and resolve payment discrepancies.
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Monitor accounts payable aging and assist in managing outstanding obligations.
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Reconcile vendor statements and investigate differences.
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Ensure compliance with internal controls and purchasing policies.
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Process 1099 at year-end.
Expense Reimbursements & Credit Cards
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Review employee expense reports for completeness and policy compliance.
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Process employee reimbursements in a timely manner.
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Assist with corporate credit card reconciliation and receipt collection.
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Follow up with employees regarding missing documentation or approvals.
General Accounting Support
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Assist with month-end and year-end closing activities.
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Prepare journal entries and supporting schedules as assigned.
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Reconcile bank accounts, balance sheet accounts, and subsidiary ledgers.
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Assist with grant, department, and project expense tracking.
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Support accounts receivable activities as needed.
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Maintain accurate accounting records and filing systems.
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Assist with preparation of financial reports and audit schedules.
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Provide support during annual audits and regulatory reviews.
Administrative Support
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Maintain organized electronic and physical accounting files.
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Assist with document retention and record management requirements.
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Support special projects and process improvement initiatives.
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Provide excellent customer service to internal departments and external vendors.
EDUCATION/LICENSURE/CERTIFICATION QUALIFICATIONS:
REQUIRED:
- Associate degree in Accounting, Finance, Business Administration, or related field preferred.
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Equivalent combination of education and experience may be considered.
PREFERRED:
- Minimum of 2 years of accounts payable or accounting experience preferred.
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Experience in nonprofit, healthcare, or governmental accounting is a plus.
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Experience with accounting software and ERP systems preferred.
SKILLS AND EXPERIENCE:
REQUIRED:
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Knowledge of accounting principles and accounts payable procedures.
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Strong attention to detail and accuracy.
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Proficient in Microsoft Excel, Word, and Outlook.
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Ability to maintain confidentiality of sensitive information.
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Strong organizational and time-management skills.
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Excellent verbal and written communication skills.
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Ability to work independently and as part of a team.
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Ability to meet deadlines and manage multiple priorities.
