Accounts Payable Associate

Responsible for managing and executing the organization’s accounts payable functions, including processing invoices and ensuring timely payments to vendors.  Essential in maintaining accurate financial records, optimizing cash flow and building strong relationships with vendors.  Works within the Fiscal department as well as closely with Program Directors and members of management.  

SUPERVISION:

Received: Accounts Payable Associate works under the direct supervision of the Chief Financial Officer.  A great deal of the work is performed independently, and the incumbent is expected to exercise judgement referencing policy and procedures. 

Exercised: Incumbent will provide guidance to employees. 

RATE: $28.53 - $30.20 

JOB RESPONSIBILITIES:

• Process and manage all accounts payable transactions, cash disbursements, and general journal entries. 
• Review, verify, and ensure accuracy and completeness of vendor invoices and supporting documentation. 
• Confirm proper authorization, coding, and allocation of expenses to appropriate departments and programs. 
• Match invoices with purchase orders and receiving documentation. 
• Maintain vendor files, contract records, and supporting documentation in an organized and compliant manner. 
• Enter invoices into the accounting system and ensure timely and accurate payment processing. 
• Schedule and process payments, including checks, electronic transfers, and ACH transactions. 
• Monitor payment schedules to ensure timely disbursements and avoid late fees. 
• Reconcile vendor statements and investigate/resolve discrepancies or outstanding balances. 
• Maintain cash flow schedules and communicate cash requirements to the fiscal officer. 
• Perform daily cash flow tracking, including monitoring incoming and outgoing funds. 
• Execute bank transfers as required. 
• Assist with month-end close processes, including reconciliations and accruals. 
• Generate and maintain accounts payable aging reports and payment activity summaries. 
• Ensure compliance with company policies, internal controls, and applicable regulations. 
• Support audit processes by preparing and providing required documentation. 
• Identify opportunities for process improvements and collaborate with the Finance team to enhance efficiency. 
• Stay current with accounting best practices, regulatory changes, and relevant technologies. 
• Maintain records related to company assets and administrative responsibilities, including: 
  • Vehicle registrations and insurance 
  • Company-issued cell phone inventory and billing 
  • Facility/space rental contracts 
• Maintain confidentiality of all client, staff, and organizational information in accordance with company policies. 
• Adhere to all organizational safety policies and procedures. 
• Represent the organization in a professional and positive manner. 
• Maintain general knowledge of organizational programs to support internal referrals. 
• Perform other related duties as assigned and maintain flexibility to travel as needed (valid driver’s license required).
• Will maintain professional boundaries with all current, past, and prospective clients, and maintain the confidentiality of clients and staff, in accordance with CAPHR policy and procedure.
• Abide by all CAPHR Safety policies and procedures.
• Present professional and positive image as a representative of CAPHR.
• Responsible for having adequate knowledge of all CAPHR programs to make referrals to other CAPHR programs which are beneficial to the client and his/her family.
• Perform other related duties as required. 

REQUIRED SKILLS AND ABILITIES:

• Working knowledge of and skill in theory and practices of accounts payable and computers; knowledge of office practices; ability to make mathematical computations; ability to operate office machines, such as adding machine and calculator; ability to communicate orally with others effectively; ability to work harmoniously with others; knowledge of governmental regulations pertaining to maintenance of financial records; ability to follow oral and written instructions.

EDUCATION AND/OR EXPERIENCE:

• A candidate should demonstrate knowledge of computerized software practices, office procedures, and entering data accurately.      Experience as an accounts payable associate or in a data entry position dealing with posting of financial data is important.  Completion of a curriculum at the accredited high school is evidence of possession of knowledge. Associates Degree is accounting is helpful.