Finance Assistant - Accounts Payable

Job Title: Finance Assistant – Accounts Payable

Position Overview:

The Finance Assistant is responsible for supporting the department in managing and processing the company's invoices and vendor payments. This role involves ensuring that all invoices are accurately entered into the accounting system, verifying that payment terms are met, and maintaining proper documentation for all transactions. The Finance Assistant plays a key role in ensuring the efficient and timely processing of payments, helping the company maintain good vendor relationships and stay on top of its financial commitments.

Key Responsibilities:

· Accounts Payable Processing:

• Receive and review invoices from vendors and suppliers to ensure they are complete, accurate, and comply with company policies.
• Enter approved invoices into the accounting system and ensure proper coding to the appropriate expense accounts.
• Process and prepare payment runs, including checks and electronic payments, ensuring timely and accurate payments to vendors.
• Reconcile vendor statements and resolve discrepancies between the company and suppliers in a timely manner.
• Maintain organized accounts payable records, ensuring all invoices are filed correctly and easily retrievable.
• Payment Processing:
• Prepare and process payments for vendors through checks, ACH, or other approved methods.
• Maintain accurate records of payments made, ensuring all payment terms are met and processed on time.
• Assist in the preparation of payment runs, ensuring that all invoices are paid in accordance with company guidelines and vendor agreements.
• Vendor Communication:
• Communicate with vendors regarding invoice discrepancies, payment status, or other payment-related inquiries.
• Assist vendors with requests for supporting documentation or proof of payments.
• Maintain positive relationships with vendors to ensure smooth operations and prompt issue resolution.
• Accounts Reconciliation:
• Assist in the reconciliation of accounts payable accounts, ensuring that all transactions are accurately recorded and discrepancies are resolved.
• Collaborate with the accounting team to ensure the proper matching of invoices to purchase orders and receiving reports.
• Assist with month-end and year-end accounts payable reconciliations and closing processes.
• Record Maintenance and Filing:
• Maintain accurate and organized records for all accounts payable transactions, including invoices, payment records, and vendor correspondence.
• Ensure that all accounts payable documentation is properly filed and easily accessible for audits or reporting purposes.
• Compliance and Reporting:
• Ensure compliance with internal controls, accounting policies, and regulatory requirements related to accounts payable processes.
• General Administrative Support:
• Provide general administrative support to the team, assisting with data entry, document management, and other tasks as needed.
• Help with ad-hoc projects and tasks to improve the efficiency and effectiveness of the accounts payable department.

Skills & Qualifications:

• High school diploma or equivalent; an Associate’s degree in Accounting, Finance, or a related field is preferred.
• Previous experience in accounts payable, bookkeeping, or a similar role is preferred.
• Strong attention to detail and accuracy in data entry and financial reporting.
• Good understanding of basic accounting principles and accounts payable processes.
• Strong organizational and time-management skills with the ability to handle multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial information with discretion.
• Strong problem-solving skills and the ability to resolve payment discrepancies independently.

Physical Requirements:

• Ability to sit for long periods and perform data entry tasks.
• Ability to lift up to 20 lbs when handling physical files or office supplies.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 40 – 42 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Charlotte, NC 28214 (Required)

Work Location: In person

Salary : $20 - $22