Account Payable/Assistant

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

• Process vendor invoices accurately and timely in accordance with organizational policies.
• Review invoices for proper approval, coding, and supporting documentation.
• Match invoices to purchase orders, contracts, and receiving documentation as applicable.
• Prepare and process weekly check runs, ACH payments, and electronic disbursements.
• Maintain vendor records, including W-9 forms and payment information.
• Respond to vendor inquiries and resolve payment discrepancies.
• Monitor accounts payable aging and assist in managing outstanding obligations.
• Reconcile vendor statements and investigate differences.
• Ensure compliance with internal controls and purchasing policies.
• Process 1099 at year-end.

Expense Reimbursements & Credit Cards

• Review employee expense reports for completeness and policy compliance.
• Process employee reimbursements in a timely manner.
• Assist with corporate credit card reconciliation and receipt collection.
• Follow up with employees regarding missing documentation or approvals.

General Accounting Support

• Assist with month-end and year-end closing activities.
• Prepare journal entries and supporting schedules as assigned.
• Reconcile bank accounts, balance sheet accounts, and subsidiary ledgers.
• Assist with grant, department, and project expense tracking.
• Support accounts receivable activities as needed.
• Maintain accurate accounting records and filing systems.
• Assist with preparation of financial reports and audit schedules.
• Provide support during annual audits and regulatory reviews.

Administrative Support

• Maintain organized electronic and physical accounting files.
• Assist with document retention and record management requirements.
• Support special projects and process improvement initiatives.
• Provide excellent customer service to internal departments and external vendors.