Accounts Payable Administrator

Job Description

Job Description

Position Summary:

The accounts payable administrator supports the financial operations of the credit union by ensuring the accurate and timely processing of all account payable transactions. This role is responsible for reviewing, coding, and entering vendor invoices, reconciling statements, managing payment schedules, and maintaining compliance with internal policies and regulatory requirements specific to the credit union industry. The accounts payable administrator collaborates closely with vendors, internal departments, and the accounting team to maintain accurate financial records, uphold strong internal controls, and contribute to financial integrity and excellent vendor relationships.

Essential Functions Include:

• Administer every stage of the accounts payable process by ensuring vendor invoices are accurately reviewed, approved, coded to the proper department and expense account, paid in a timely manner, and ensure compliance with credit union policies. Handles employee reimbursements. Maintains and updates vendor information, including contact details. Handles vendor inquiries and disputes, working to resolve issues effectively and maintain positive relationships. Monitor payments queue to ensure timely approval and payments. Contributes to identifying and implementing improvements to streamline accounts payable operations.
• Enter all ACH and wire paid invoices into the accounting system coded to the proper department and expense account for leader approval.
• Generates and sends invoices to customers and vendors. Manages incoming payments and receivables by accurately recording, reconciling, and reporting of all incoming funds. Ensures timely collection and application of funds. Partner with internal teams to resolve customer issues related to billing and account 
• status.
• Administer the credit union Corporate Cards accurately reviewed, approved, coded to the proper department and expense account. Ensure all charges are supported by appropriate documentation and comply with CU guidelines. 
• Ensures vendor OFAC verification is completed twice a year. Collects updated W-9’s from all active vendors once a year. Sets up new vendors under dual control including the dealer vendors.
• Creation of Prepaid ID’s and Asset Proposals from invoices paid. Prepares monthly recurring expense accrual journal to ensure all expenses are paid during the month incurred.
• Assist with files required Tax Forms such as Tangible and Real estate Taxes, 1099 for vendors.
• Preparation and submission of 945 Withheld Federal Income Tax Form, Doc Stamps, and 1099 NEC and MISC reporting.
• Assist Accounting Leadership with the monitoring of Budget vs Actuals performance.
• Attends meetings, take continuing education classes and training for personal development and Credit Union required/compliance courses. Participates in cross training/projects with other team members
• Performs other job-related duties as assigned.

Reports to:

Accounting Manager

Required Education and Experience:

• High School Diploma or G.E.D./ Two years of accounting education (AA or AS) preferred.
• Three to Five (3-5) years of experience with vendor payments. Banking experience preferred.
• Excellent verbal and written communication skills. Ability to communicate effectively and tactfully with employees and members.
• Strong time management and organizational skills. Ability to multi-task under pressure.
• Demonstrated interpersonal and collaboration skills, while maintaining a professional appearance and demeanor. 
• Must also be experienced and knowledgeable with accounting terms and processes.

Additional Skills:

• Consistently display teamwork, reliability, adaptability, strong product knowledge, and good judgment.
• Maintain credit union confidentiality as it pertains to all aspects of the credit union.
• Maintain a good understanding and adhere to Credit Union policies and procedures, NCUA, Federal and State regulations.
• Complete required compliance certification within timeframes established by HR.
• Proficient in spreadsheet software (Excel) and Word. Access and Accounting Software knowledge preferred.
• Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Work Environment:

Hybrid work arrangement - two days in office per week

Physical Requirements:

Sitting frequently, walking occasionally, use of hands frequently, walking occasionally, use of hands frequently, hearing constantly, talking frequently, exerting up to 10lbs of force occasionally to life, carry, push, pull, or move objects.

Position Type/Expected Hours of Work:

Full-Time/40 hours per week

Classification:

Exempt

Other Duties:

Please note this job description is not a comprehensive list of activities, duties or responsibilities that are required in this position. Duties, responsibilities and activities may change at any time with or without notice.

When joining USF Federal Credit Union, you can expect to work for a company that: 

• Strives to be the most influential partner in our Members’ financial journey.
• Has been recognized with awards such as the Sterling Governor’s Award for Excellence and League of Southern Credit Unions & Affiliates Credit Union of the Year.
• Has a culture of engagement, growth, process improvement and community volunteerism.
• Received the Top Places to Work award for 2024 & 2025 in Financial Industries.

What’s in it for you:

• Competitive pay, robust incentive programs, 401k matching, Mortgage and Auto Loan discounts
• 4 weeks minimum paid time off work, work anniversary paid time off, 11 paid holidays and 8 hours paid volunteer time off.
• Medical, Dental and vision plans with FSA option. (Employee Only Premiums for Dental and Vision are 100% Credit Union covered).
• 100% Credit Union Paid Short-Term and Long-Term Disability and Life Insurance
• Employee Assistance Program
• Undergraduate and Graduate Tuition Reimbursement
• In-depth New Employee Orientation showcasing Credit Union Values and Vision
• A Think Big culture dedicated to performance excellence and continual growth

About Us:

For 65 years, USF FCU has experienced rapid growth and is dedicated to delivering financial solutions to improve our members’ lives. Our success is thrilling, but our core values of excellence, passion, innovation, community, and collaboration mean our relationships with our members and our employees will always be our top priority! We have grown to over 73,000 members and $1.1 billion in assets, robust online and mobile banking, 9 branch locations and thousands of shared branches and fee-free ATMs nationwide.

Our vision is to be the most influential partner in each member’s financial journey. 

Our mission is to deliver financial solutions to improve members’ lives.