Accounts Payable Associate

Job Details

Description

Department: Accounting/ Business Office

FLSA: Non-exempt

Designation: Staff, Full-time, Calendar Year

Reports to: Controller

Travel: N/A

Position Summary

The Business Office team is dedicated to advancing the mission of the School by delivering accurate, timely financial services, and providing exceptional customer support to the School’s community. As a steward of the School’s resources, the Business Office fosters a collaborative and supportive environment.

The Accounts Payable Associate plays a critical role in ensuring smooth financial operations by preparing and processing all invoices, reimbursements, and other payables. We are seeking a dependable, detail-oriented individual who can handle sensitive materials confidentially. Ideal candidates bring strong initiative, an ability to manage high volumes of work, and a welcoming approach when interacting with the School’s community.

Essential Functions

• Process purchase orders, invoices, reimbursements, travel expenses and other payment requests with accuracy and timeliness.
• Verify the accuracy of invoices/credits and ensure proper account allocation and approvals.
• Monitor invoice due dates, prioritize payments, and prepare check batches weekly or as required using in-house systems or third-party processors (e.g., Paymerang).
• Maintain and update vendor and employee records in the accounting system.
• Reconcile vendor statements and correspondence, troubleshoot discrepancies, and apply credits appropriately.
• Perform basic month-end close tasks, ensuring accounts payable records reconcile with the general ledger and all supporting documentation is accurate and complete.
• Maintain and update vendor and employee records in the accounting system.
• Collect W-9 forms and provide sales tax exemption certificates to vendors.
• Respond promptly to inquiries from employees and vendors to ensure timely payments.
• Maintain organized, accurate, and accessible electronic filing systems for the Business Office.
• Produce, review, and file IRS 1099 forms annually.
• Assist with educating employees on the Business Office procedures and documentation.
• Support the annual audit process, including fiscal year close and preparation of required reports.
• Proactively identify and address potential accounting issues and needs within the Business Office.
• Perform additional duties as needed and assigned.
  
  

Qualifications

• Associate Degree in Business Administration, Accounting, or related field with 1 years of accounts payable experience, or a High School diploma with 3 years of accounts payable experience.
• Strong organizational and multitasking skills with a proven ability to meet deadlines.
• Mathematically inclined with attention to detail and accuracy in data entry and financial processing.
• Proficiency in Microsoft Excel and experience with accounting software; familiarity with Great Plains is a plus.
• Ability to prepare reports from statistical and/or other detailed information sources.
• Professional demeanor with a commitment to confidentiality and accuracy.
• Proven experience in maintaining vendor relationships and addressing inquiries professionally.
• Exceptional time management skills with the ability to prioritize tasks in a fast-paced environment.
• Ability to work independently with minimal supervision, while contributing effectively to team goals.
• Experience with electronic payment platforms and third-party processors (e.g., Paymerang) is a plus
• Ability to adapt to shifting priorities and collaborate across multiple departments to meet organizational needs.
• Knowledge of standard office practices, procedures, and equipment.
• Excellent interpersonal and communication skills, fostering collaboration with faculty, staff, and vendors.
  
  

Physical Conditions

• Office-based with prolonged periods of sitting at a desk.
• Regular use of computers, keyboards, and standard office equipment.
• Repetitive motions, including typing, data entry, and document preparation.
  
  

Additional Information

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.