Accounts Payable Associate

Accounts Payable Associate

The Accounts Payable Associate timely and accurately processes all appropriate invoices and requests for payment, resolves open items and answers questions from vendors and all levels of staff. They help maintain the accounts payable files and mail for their assigned group of vendors.

Major Duties and Responsibilities:

• Audit invoices with corresponding payments to ensure they meet policy requirements
• Be familiar with account coding and structure in order to recognize and correct incomplete or incorrect account codes and communicate potential changes to appropriate staff
• Be familiar with independent contractor rules to ensure vendors are paid appropriately through accounts payable rather than through payroll
• Daily verify and balance invoices entered in finance system
• Audit employee procurement card supporting documents, track employee statements
• Communicate with administration and staff to resolve questions or problems with transactions, supporting documentation and/or system processing
• Communicate with Accounting/Accounts Payable Supervisor when audit documents reveal activity not in line with policy
• Research and Issue Resolution
• Review vendor statements, credits, and untimely invoices to ensure prompt and accurate resolution of underlying concerns
• Primary contact for vendors with questions regarding invoices and payment status
• Assist district staff with policy or process questions
• Mail Delivery/Pickup
• On a rotational basis, assure all outgoing finance department interoffice and regular mail is properly prepared and ready for mail pick up
• On a rotational basis, sort and deliver all incoming mail to appropriate individuals opening as they may direct
• Maintain confidentiality of information contained in all documents
• Other Accounts Payable Processes
• Maintain and scan paid invoice files
• Assist other Accounts Payable staff with data entry or problem resolution as requested
• Verify, match vendor checks and prepare for mailing
• Maintain desk files in consistent, organized manner
• Other duties as assigned by supervisor
• Employee Reimbursement Check Requests Processing
• Analyze submitted expense report forms for accuracy and completeness, audit supporting documentation to ensure receipts meet policy requirements including appropriate/inappropriate expenditures and process as requested
• Contact employees and administration with questions regarding reimbursement activity and audit resolution

Qualifications Required:

• Education and Experience: Associate's accounting degree preferred, minimum requirement is High School Diploma with satisfactory completion of basic accounting and business courses
• At least 2 years experience in high volume processing of accounts payable including system managed three-way match, check requests and employee expense reports as well as direct communication with vendors and purchasers (staff)

Technical Knowledge:

• Good spreadsheet, database and word processing skills (Microsoft Office Products)
• Ability to utilize systems efficiently through data download and manipulation and or data imports
• Excellent data entry, calculator, filing skills
• Excellent written and oral communication skills
• Ability to follow prescribed procedures and comprehend policies

Interpersonal Skills:

• Must be able to work with administrators, faculty, support staff, and vendors in a courteous and professional manner at all times
• Ability to perform well under pressure of continuous deadlines
• Ability to maintain necessary level of confidentiality
• Excellent organizational and problem-solving skills
• Ability to communicate policy requirements in concise manner to administrators, faculty and school staff
• Self-starter with ability to function independently as well as part of a team

Responsible To: Accounts Payable Supervisor

Compensation / Benefits: RAVE Clerical Association Wage Group II: $24.73 - $27.76 Hourly - According to contractual agreement (based on 2026-27 contract) If benefit eligible, benefits are available to new employees effective the first day of active employment. Benefits include medical insurance, dental insurance, life insurance, long term disability insurance, sick-leave, state pension plan, tax-deferred retirement savings account, and flexible spending account. Some employee groups also receive vacation, holidays or personal leave. Benefit information is available at Employee Benefits - Rosemount-Apple Valley-Eagan ISD 196