Accounts Payable Associate Job Description

Accounts Payable Associate Job Description

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Accounts payable associate provides support to the general accounting area, including the research and correction of accounts payable entries as well as the maintenance of accounts payable subsystems.

Accounts Payable Associate Duties & Responsibilities

To write an effective accounts payable associate job description, begin by listing detailed duties, responsibilities and expectations. We have included accounts payable associate job description templates that you can modify and use.

Sample responsibilities for this position include:

Domestic and international invoicing processing
Reviewing and approving the firm’s American Express and out of pocket expense reports
Mailing and distributing checks
Tracking and retaining all paid invoices
Running and analyzing unpaid register reports and follow up with designated approvers
Uploading and maintaining weekly FX rates and monthly distribution sets
Running and analyzing unpaid register reports and following up with designated approvers
Scan and process invoices and expenses for an increasing volume of business
Enter invoice information into the Expense Management system
Review/audit the coding of invoices in the Expense Management system

Accounts Payable Associate Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Accounts Payable Associate

List any licenses or certifications required by the position: ACCA, IRS

Education for Accounts Payable Associate

Typically a job would require a certain level of education.

Employers hiring for the accounts payable associate job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Accounting, Finance, Associates, Education, Business, Business/Administration, Technical, Accountancy, Economics, General Education

Skills for Accounts Payable Associate

Desired skills for accounts payable associate include:

Practices
Principles
Regulations
Procedures as they relate to purchasing and accounts payable
Application of data processing techniques to accounting systems
Accounting principles
Chrome River
Financial systems
Aderant Expert

Desired experience for accounts payable associate includes:

Review daily system reports to ensure invoices/expense reports workflows are completed
Perform reconciliations of Corporate Credit card activity
Complete data input of daily operating and claims invoices
Maintain the W8/W9 file when new vendor payments are setup in Lawson and scanning vendor set up documents into ImageRight
Assist in resolving vendor issues as necessary to support timely payment to vendors
Support month-end A/P close process relative to accurate accruals and vendor account reconciliations

Accounts Payable Associate Examples

1

Accounts Payable Associate Job Description

Job Description Example
Our company is hiring for an accounts payable associate. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for accounts payable associate
  • Review expense receipts to ensure that they support the travel and entertainment expenses
  • Retrieving images and accurately capturing invoices details into the payables system
  • Ensuring the correct document type is assigned
  • Ensuring accurate coding
  • Ensuring the image is associated with the voucher
  • Ensuring approvals are consistent with GCAP policy
  • Requesting assistance early if they cannot complete the assigned input within the specified timeframe
  • Maintaining established quality, productivity and timeliness standards
  • Vendor creation and maintenance
  • Reconciliation of account balances to the general ledger
Qualifications for accounts payable associate
  • Creating and managing month-end reports and assisting with month end account reconciliations
  • Compiling payroll data such as hours worked, taxes, and insurance to be withheld, and employee identification number, from time sheets and other records
  • Entering data into payroll system to compute wages and deductions
  • Posting data to payroll records, reviewing wages computed and correcting errors to ensure accuracy of payroll
  • Lead and participate in Company or System meetings, tasks forces, workgroups
  • Act as a subject matter expert on Disbursement policies and processes
2

Accounts Payable Associate Job Description

Job Description Example
Our innovative and growing company is looking for an accounts payable associate. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for accounts payable associate
  • Build relationships and maintain effective communication and coordination between departments
  • Identify and implement operational improvements and business process re-engineering strategies
  • Participate in strategic planning discussions
  • Perform invoice review and processing
  • Organize bill payment schedule for clients
  • Coordinate wire transfers to fund bill pay accounts
  • Supervise bill payment of individual and entity clients
  • Submit bank reconciliations
  • Oversee Household Payroll filings and related tasks
  • Assist with procedures to set up new clients and open new bill pay accounts
Qualifications for accounts payable associate
  • Develop relationships with clients and provide excellent customer service
  • Pay vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, resolving purchase order, contract, invoice, or payment discrepancies and documentation
  • Pay employees by receiving and verifying expense reports for advances
  • Maintaining W9 and W8-BEN data
  • Initial reviews, first level approval and rejection of expense reports and processing (maintain relationship with vendor)
  • Reviewing and recording AMEX, Seamless, FedEx statements among other
3

Accounts Payable Associate Job Description

Job Description Example
Our innovative and growing company is looking for an accounts payable associate. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for accounts payable associate
  • Maintenance and update of vendor list, ensuring that all necessary information and documentation is provided including W9 forms and 1099 reporting detail
  • Review of, distribution and tracking of all invoices and payment requests
  • Review of submitted invoices received from multiple offices and entities for accuracy, approval by appropriate signatories, and adherence to established guidelines
  • Analysis of all invoice and expense submissions, calculating requirements for sales tax accrual and 1099 reporting, and ensuring accurate G/L expense coding
  • Generation of periodic payment runs and coordination of approval from authorized signatories
  • Preparation of both online and manual wire payments and coordination of execution by authorized signatories
  • Audit of employee expense reimbursement submissions for policy compliance
  • Processing multi-currency supplier invoices via an OCR workflow system in to PeopleSoft
  • Flag queries including invoices that do not conform to company policy or guidelines back to the operational business units
  • Review request for payment (invoices, check requests, employee payment requests, ) to verify accuracy and validity
Qualifications for accounts payable associate
  • Knowledge of item processing
  • Entering invoices on a spreadsheet
  • Paying vendors and employee expenses
  • Maintaining electronic vendor files
  • Entering new vendors into accounting system
  • Assign proper coding to all invoices to prepare them for processing
4

Accounts Payable Associate Job Description

Job Description Example
Our innovative and growing company is looking for an accounts payable associate. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for accounts payable associate
  • Print and prepare for mailing the checks
  • Research and resolve any problems or questions that arise concerning the payment of A/P transactions
  • Monitor and check employee expense claims, ensuring all claims adhere to the Company’s Travel and Entertainment Policy
  • Deal with supplier, self-employed freelancer and employee queries with regards to unpaid invoices/expense claims, disputed invoices/expense claims, payment cycles
  • Collaborate with Purchasing and Receiving teams internal business users to resolve invoice holds on a timely basis
  • Comply with Sarbanes Oxley Sec
  • Issuance of checks
  • Handling/resolving discrepancies
  • Hand billing for both US and/or UK
  • Process checks and ACH payments in the back office General Ledger system
Qualifications for accounts payable associate
  • 1 year automated Accounts Payable experience preferred
  • BA or BS in Business Administration, Accounting or related field
  • Strong knowledge of Microsoft Excel including VBA required
  • Technologically savvy with the ability pick up many different platforms
  • Basic understanding of how a purchasing/payables system works
  • Ability to comprehend purpose of task, and anticipate next steps within the big picture
5

Accounts Payable Associate Job Description

Job Description Example
Our innovative and growing company is hiring for an accounts payable associate. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for accounts payable associate
  • Ensure that the payment vouchers are appropriately matched to the Purchased Orders where the goods have been received
  • Maintain the vendor address book in the back office system
  • Ensure receipt of the Form W-9s from all new vendors
  • Print and sort Accounts Payable checks as they are printed
  • Create and maintain timely and accurate filing of invoice and purchase order support
  • Provide the cash requirements report to the Accounts Payable Manager on a weekly basis
  • Assist in the annual 1099 reporting process
  • Liaise with the AP team on bank lay out of payments
  • Ensuring correct bank layout on a regional basis
  • Review reports from an audit view
Qualifications for accounts payable associate
  • High school diploma or equivalency, and one to two years of related experience with a proven work record
  • High proficiency using other Microsoft Office Applications, data entry and file management
  • Should have working experience of Vendor creation process
  • Supporting US, Canada & Mexico regions
  • Microsoft Excel necessary
  • DDS experience preferred

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