Accounts Payable Clerk

Job Description

Job Description

Own the Front End of Everything We Pay For.

If you are the person who catches the coding error before it hits the general ledger, this is your seat. FSS Technologies is growing across six states, and every job we run depends on vendors being set up right and invoices being entered clean and on time. As Accounts Payable Clerk, you own vendor setup and invoice entry in NetSuite from the W-9 forward. Bring three years of accounts payable experience, a sharp eye for detail, and the discipline to follow a process every single time, and you will have a steady seat on a finance team that is building something.

About FSS Technologies

At FSS Technologies, protecting lives and property is at the core of everything we do. We provide industry-leading life safety and electronic security solutions that help businesses safeguard their people and assets. Guided by our values of excellence, integrity, and accountability, we are building a dynamic and supportive environment where our team can grow and succeed.

Position Overview

The Accounts Payable Clerk is responsible for vendor setup and maintenance and for entering vendor invoices in NetSuite. This position owns the front end of the payables process: collecting and verifying vendor documentation, coding invoices to the correct account, branch, and job, matching invoices against purchase orders and receiving records, and resolving discrepancies so invoices are complete and ready for approval.

This position does not process, release, or issue payments. Payment release is performed by separate authorized personnel.

Essential Functions

The following are the essential functions of this position. Reasonable accommodations may be made to enable an individual with a disability to perform these functions.

Vendor Setup and Maintenance

• Set up new vendor records in NetSuite, including legal and remit-to name, address, payment terms, and vendor classification.
• Collect and verify a completed IRS Form W-9 before a vendor record is activated, and maintain accurate tax classification for each vendor.
• Process changes to vendor records only through the company's documented verification procedure, and never based solely on an emailed request.
• Collect and track vendor certificates of insurance and lien waivers, and flag vendors with missing or expired documentation.

Invoice Entry and Coding

• Enter vendor invoices into NetSuite accurately and within established turnaround times.
• Code each invoice to the correct general ledger account, department, branch, and job or project.
• Match invoices to purchase orders and receiving documentation, and research price, quantity, and receipt discrepancies with purchasing, the warehouse, or the vendor.
• Route invoices for approval under the company's approval authority matrix and follow up on invoices pending approval so payment terms are not missed.
• Apply the correct sales and use tax treatment based on company procedure and the taxing jurisdiction of the job site.

Reconciliation, Reporting, and Close

• Reconcile assigned vendor statements and research and clear open items, credits, and duplicate billings.
• Respond to vendor and internal inquiries regarding invoice status.
• Support month-end and year-end close, including accruals for received but unvouchered goods and accounts payable aging reporting.
• Support annual IRS Form 1099 preparation.

Records, Compliance, and Controls

• Maintain complete, organized, and auditable accounts payable records under the company's record retention policy, and provide documentation requested by internal or external auditors.
• Follow all internal control procedures applicable to accounts payable.
• Promptly report suspected duplicate invoices, fraudulent invoices, or vendor impersonation attempts to the Controller.
• Report to work as scheduled and maintain consistent, reliable attendance during established business hours.
• Perform other duties as assigned that are consistent with the scope and level of this position.

Qualifications

The requirements listed below are representative of the knowledge, skill, and ability required but are not necessarily all-inclusive.

Required

• Three or more years of accounts payable experience, including vendor setup and high-volume invoice entry.
• Working knowledge of full-cycle accounts payable, three-way match, and general ledger coding.
• Proficiency in Microsoft Excel, including sorting and filtering and basic formulas, plus Word and Outlook.
• Accurate 10-key and data entry with strong attention to detail on high document volumes.
• Clear, professional written and verbal communication with vendors and internal partners.
• Ability to organize, prioritize, and meet recurring deadlines.
• High school diploma or equivalent.

Preferred

• Experience with NetSuite, particularly accounts payable and job costing.
• Associate or bachelor's degree in accounting, business administration, or a related field.
• Experience in the fire protection, electrical, mechanical, or specialty trade contracting industry.
• Experience with lien waivers, certificates of insurance, and subcontractor compliance documentation.
• Multi-state accounts payable experience.

Physical Demands and Work Environment

This position operates in a professional office environment. The physical demands and work environment described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to remain in a stationary position at a desk and work on a computer for extended periods.
• Regularly required to operate a computer, keyboard, telephone, and standard office equipment.
• Regularly required to communicate by telephone, email, and in person, and to exchange accurate information.
• Frequently required to view a computer screen and read detailed documents and figures.
• Occasionally required to lift or move office materials and record boxes weighing up to twenty pounds, and to bend, reach, or stoop to access files.
• Extended hours may be required at month end, at year end, and during audits.

What We Offer

• Compensation: Hourly range for this role is $20.00 to $23.00, based on experience and qualifications.
• Benefits: FSS Technologies offers a full range of benefits that include medical, dental, vision, 401(k), life insurance, paid time off, paid holidays, and other ancillary products.
• Growth: A company that promotes from within and invests in developing its people.

Commitment to Inclusion

FSS Technologies is proud to be an Equal Opportunity Employer. We value diverse perspectives and are committed to building an inclusive, supportive workplace for people of all backgrounds. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, height, weight, marital status, or any other characteristic protected by applicable federal, state, or local law.

FSS Technologies provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for or perform this job, contact Human Resources.

Ready to Make a Real Impact?

If you are looking for a career, not just a job, and want to work for a company where you are empowered, supported, and rewarded, apply today and start your journey with FSS Technologies.