Accounts Payable Administrator

This is a temporary assignment that could last up to 16 weeks.

Basic Function:
Responsible for all Accounts Payable (AP) processes, including accurate and timely processing of payments, invoice reconciliation, and vendor communication.

Key Responsibilities:

Accounts Payable Processing:

• Accurately process invoices, credit card statements, check requests, and other payment types within required timeframes

• Verify invoice and AP document accuracy by comparing with purchase orders and receiving documents

• Collaborate with purchasing and receiving departments to resolve discrepancies

• Obtain appropriate approvals and code invoices to correct general ledger accounts

• Enter invoices into the AP system and file per established procedures

Vendor Coordination & Communication:

• Respond to vendor inquiries in a timely and professional manner

• Submit new or updated vendor information to the Accounting Supervisor for system input

• Select checks for payment with appropriate communication to corporate accounting

Reporting & Journal Entries:

• Prepare or assist with monthly and quarterly journal entries related to AP

• Prepare or assist with quarterly work papers for accounting and audit purposes

• Generate routine and ad-hoc reports as required

Quality & Service Excellence:

• Deliver excellent service to both internal and external stakeholders

• Support team collaboration and a positive work environment

• Communicate respectfully and professionally, with attention to detail and accuracy

Job Scope:

• Managerial: None

• Communication: Strong verbal and written communication skills required; must be attentive, ask clarifying questions, and share information effectively with both internal teams and external vendors

• Confidentiality: Must handle all financial documentation and communications with strict confidentiality

• Financial Compliance: Must follow ISO, ITAR, and SOX procedures when processing financial data

• Judgment: Must exercise sound judgment and decision-making within accounting guidelines; escalate complex issues to the Accounting Supervisor

• Travel: None

Minimum Qualifications:

Education & Experience:

• Associate Degree in Accounting or

• Minimum 5 years of Accounts Payable transaction processing experience

Required Skills and Knowledge:

• Proficiency in Microsoft Word and Excel

• Ability to research and resolve invoice and purchase order discrepancies

• Familiarity with SOX compliance and working in a controlled environment

• ERP system experience preferred

• Experience with inventory-based transactions and three-way matching

• Strong attention to detail and problem-solving skills

• Excellent oral and written communication abilities

• Basic knowledge of accounting principles and sound mathematical skills

Working Conditions:
This is a sedentary office-based role that requires visual acuity, attention to detail, and manual dexterity for computer work and documentation. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions.