Accounts Payable Associate

Job Description

Job Description

Position Summary

The Accounts Payable Associate plays a key role and is responsible for supporting the company’s financial operations through the accurate and timely processing of vendor invoices, payment transactions, and account reconciliations. This role ensures compliance with company policies, internal controls, and accounting procedures while maintaining organized and accurate financial records. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast-paced environment while providing excellent internal and external customer service.

Essential Duties and Responsibilities

Invoice Processing & Management

• Review, verify, and process vendor invoices to ensure accuracy, completeness, and proper authorization.
• Perform three-way matching of invoices, purchase orders, and receiving documentation.
• Accurately code invoices to the appropriate general ledger accounts.
• Investigate and resolve invoice discrepancies, variances, and payment issues in collaboration with vendors and internal departments in a timely manner
• Maintain organized and accurate accounts payable files and support documentation in accordance with company record retention practices.

Payment Processing

• Prepare and process vendor payments through various methods, including checks, ACH transactions, and wire transfers.
• Ensure timely and accurate payment of invoices to maintain positive vendor relationships and maximize available payment discounts.
• Reconcile vendor statements and research payment discrepancies as needed.
• Maintain payment schedules and assist in monitoring cash flow requirements.

Vendor Relations & Maintenance

• Serve as a point of contact for vendors regarding payment status, invoice inquiries, and account-related matters.
• Maintain and update vendor master records to ensure accurate information and compliance with company standards.
• Process new vendor setup requests and verify all required supporting documentation is complete and accurate. Maintain strong attention to detail when reviewing W-9 forms to ensure accurate vendor setup and complete, compliant documentation
• Resolve vendor disputes and address account concerns in a professional and timely manner.

Recordkeeping & Reporting

• Maintain accurate, current, and complete accounts payable records and transaction history.
• Assist with month-end closing activities, including accruals and account reconciliations.
• Prepare accounts payable aging reports, reconciliations, and other financial analyses as requested.
• Support internal and external audits by providing documentation, reports, and explanations related to accounts payable transactions.

Administrative & Compliance Support

• Provide support for other accounting and finance functions as needed.
• Ensure compliance with company policies, internal controls, and accounting procedures.
• Always maintain confidentiality of financial and vendor information.

Required Skills, Knowledge, and Abilities

• Ability to maintain discretion and absolute confidentiality.
• Must be well organized.
• Maturity in handling sensitive accounting information.
• Aptitude for learning new technologies.
• Computer knowledge and efficiency, proficiency in Excel, Word, and Outlook.
• Ability to interact professionally with internal and external customers.
• Strong written and verbal communication skills.
• Strong data entry skills, with expert accuracy and attention to detail.
• Utilizes judgment to respond appropriately to situations, using calmness, conciliation, assertiveness, and professionalism.
• Ability to work in a team environment and initiative to work alone.
• Flexible attitude and acceptance of change. Performs other duties as assigned.

Education and Experience

• High school diploma or equivalent required. Associate’s degree in accounting or finance or related field preferred
• 2+ years of experience in Accounts Payable experience required (construction, asphalt paving, aggregates, or materials inventory strongly preferred)
• Analytical skills to evaluate trend data and provide solutions
• High attention to detail

Work Environment
The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires mobility within an office environment.
• Regularly required to talk and hear. Effectively communicate with others both written and orally, including using the telephone.
• Prolonged periods sitting at a desk and working on a computer.
• The employee may be required to walk; reach with hands and arms; and bend.
• May be required to stoop, kneel, and crouch. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. 
• Possess good hearing, normal or corrected.
• The employee must be able to regularly lift and/or move up to 50 pounds.
• The employee may be required to climb stairs.
• Must be able to work 8 hours a day, 40 hours per week, and overtime as required and night or weekend shifts, as needed.

Reynolds Asphalt and Construction is an Equal Opportunity Employer committed to diversity in our workforce. It is our policy to attract and retain the best-qualified people available, without regard to race, color, religion, national origin, gender, sexual orientation, age, disability, status as a military veteran, or any other status protected under federal, state, or local law.  Diverse candidates are encouraged to apply.

 

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