Accounts Payable Associate - Division 30

Position Overview: The Accounts Payable Associate will provide full cycle support for the Accounts Payable (AP) department, to include invoice processing and payment for the organization as well as all other related A/P functions as assigned.

Essential Job Functions  

• Transaction Management
  1. Coordinate with Accounts Payable Supervisor to provide seamless AP workflow
  2. Receive and process vendor invoices within 48 hours of receipt
  3. Validate accurate general ledger account coding and data entry
  4. Obtain proper invoice approval of invoices using INDEX software
  5. Research and respond to email mailbox within 48 hours of receipt depending on urgency
  6. Obtain required documentation from vendors (W-9, ACH info) as needed and archive accordingly
  7. Review and reconcile vendor statements, and resolve outstanding items
  8. Maintain proper storage of payables items using INDEX imaging system
  9. Obtain proper invoice approvals
  10. Clear portals
  11. Clean up and reconcile aging report weekly

• Payment Management
  1. Coordinate with Accounts Payable Supervisor to provide seamless AP workflow
  2. Prepare accounts payables weekly/daily and manual payment cycles as required
  3. Apply manual payments/drafts to invoices
  4. Process payments timely via corresponding payment methods
  5. Process voids, stop payments, and resolve payment issues or payment status 
  6. Process and resolve daily bank exception report before bank cut-off time
  7. CorPay enrollment updates

• Vendor Management
  1. Coordinate with Accounts Payable Supervisor to provide seamless AP workflow
  2. Maintain vendor database to include vendor adds and changes
  3. Obtain IRS vendor TIN matching and store in FB
  4. Receive and process vendor invoices within 48 hours of receipt
  5. CorPay initial vendor enrollment
  6. Work with team to develop and implement an Enterprise Vendor solution to serve all IMC dept
  7. Discovery and development of an AI OCR AP solution to automate the transaction entry process

• Additional Responsibilities
  1. Assist clients and managers with items of concern such as questions regarding expenses, vendors, etc.
  2. Assist with special projects as assigned
  3. Apply a team approach to completion of all month end reporting tasks
  4. Weekly and monthly accounts payable reconciliations
  5. Work vendor statements
  6. Conduct all business in a highly ethical manner, exhibiting behavior, practices, and standards that uphold IMC core values
  7. Perform other duties as assigned

Job Requirements

• Experience in Accounts Payable or similar role
• Strong knowledge of accounts payable and accounting 
• Ability to communicate effectively with customers and vendors
• Experience using financial software
• Excellent organization and time management skills
• Excellent attention to detail and strong problem-solving skills
• Excellent interpersonal skills and ability to work in a team environment
• Flexible and able to adapt to sudden changes in priority
• Effectively understand and use tools/methodologies

• Full understanding of and processing experience with INDEX and Great Plains accounting
• Demonstrated ability to thrive in a fast-paced environment

Other Skills/Abilities