ACCOUNTS PAYABLE AND PROCUREMENT ANALYST

Job Description

Job Description

POSITION OBJECTIVE:

The Accounts Payable (AP) and Procurement Analyst serves to support a system‐driven accounts payable environment within the organization’s current Enterprise Resources Planning (ERP) environment. The Accounts Payable & Procurement Analyst supports accurate invoice processing, vendor payments, reconciliations, and audit readiness while operating within automated requisition, approval, and purchasing workflows.

The position focuses on execution, validation, and system accuracy rather than manual paper processes, ensuring transactions flow correctly through the organization’s current ERP system, with readiness for future automated workflows, and compliance with established procurement and accounting policies.

This role requires independent judgment in the execution of accounts payable processes and serves as a key control function within the organization’s financial operations, ensuring adherence to internal controls and financial policies.

This role is responsible for supporting a strong internal control environment and ensuring all financial activities are documented, accurate, and audit ready.

EDUCATION AND EXPERIENCE

Required:

• Associate degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and directly related experience.
• Minimum of 3–5 years of progressive accounts payable or accounting experience.
• Demonstrated understanding of accounts payable processes, internal controls, and reconciliation principles.
• Experience working within ERP systems in a structured, compliance‐driven environment.
• Strong attention to detail with the ability to analyze discrepancies and resolve issues independently.
• Proficiency in Microsoft Excel, including sorting, filtering, and basic analytical functions.
• Strong organizational and time‐management skills with the ability to manage competing priorities.
• Ability to maintain confidentiality of sensitive financial and personnel information.
• Experience supporting purchasing or procurement workflows, including requisition and purchase order processing within an ERP system

Preferred:

· Bachelor’s degree in accounting, finance, business administration, or a related field, or an equivalent combination of education or directly related experience.

· Experience supporting month‐end close activities, including accruals and cut‐off accuracy.

· Experience supporting internal or external audit requests.

· Experience working in a multi‐entity or regulated organizational environment.

· Experience supporting ERP implementations, system upgrades, or process redesign initiatives.

ESSENTIAL FUNCTIONS OF THE JOB:

Accounts Payable Operations

• Reviews, validates, and processes invoices within the ERP system, ensuring accuracy of coding, approvals, and compliance with procurement and accounting policies.
• Investigates and resolves discrepancies related to invoice processing, vendor statements, and system exceptions.
• Matches invoices to approved purchase requisitions, purchase orders, and receiving documentation; researches and resolves discrepancies.
• Prepares and executes weekly payment runs, including checks, automated clearing house (ACH[AL1] ), and wire transfers, ensuring accuracy, proper authorization, and adherence to internal controls.
• Maintains and updates vendor records, including W-9 documentation and payment terms, ensuring accuracy, completeness, and compliance with regulatory requirements.
• Responds to vendor inquiries professionally and resolves payment issues in a timely manner.
• Identifies process issues, trends, and inefficiencies within accounts payable workflows and recommends improvements.
• Prepares and maintains accounts payable aging reports and follows up on outstanding items.

System‐Based Purchasing & Compliance Support

• Reviews requisitions and purchase orders generated through the organization’s current ERP system, ensuring completeness, accuracy, and proper approvals.
• Validates invoices against approved purchase orders and supporting documentation, with readiness for three-way matching in future automated workflows.
• Enforces established system controls by ensuring invoices without appropriate approvals or documentation are not processed.
• Partners with departments to resolve coding issues, documentation gaps, or approval routing errors.
• Supports vendor onboarding and maintenance within current systems with preparation for future ERP-based workflows.

Reconciliations, Close & Audit Support

• Reconciles vendor statements and investigates variances.
• Performs routine reconciliations between bank activity, ERP records, and supporting subledgers; investigates and resolves variances.
• Assists with monthly close activities related to AP, including accruals and cutoff accuracy.
• Supports year‐end audit requests by compiling invoices, approvals, contracts, and payment support.
• Prepares and maintains recurring regulatory and tax-related reports (e.g., fuel, tobacco, and alcohol-related activity) and supports compliance reporting requirements.
• Assists with annual 1099 preparation, validation, and distribution.

Systems & Process Improvement

• Utilizes current financial systems effectively and supports the organization’s transition to Sage Intacct.
• Participates in system testing, training, and process redesign activities related to ERP migration.
• Identifies opportunities to streamline AP workflows, reduce manual effort, and improve data accuracy.
• Maintains clear documentation of AP and purchasing procedures to support both current and future systems.

Other Duties

• Performs related duties as assigned to support Finance and organizational needs.

Supervisory Responsibilities:

· None

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer.

· Ability to manage multiple priorities and deadlines in a fast-paced environment

· Ability to manage stress associated with regulatory deadlines and compliance requirements

· Manual dexterity to perform data entry.

· Potential for after-hours working including nights, weekends and holidays.

· Occasional lifting of up to 25 pounds.

Travel Requirements:

· Occasional local travel to project sites, vendor locations, or governmental agencies

· Occasional travel to trainings, workshops, corporate office or meetings as required

NATIVE AMERICAN HIRING PREFERENCE

Hiring for this position is subject to Native American preference requirements of Nisqually law pursuant to Title 42, of the Nisqually Tribal Code, Indian Preference and Tribal Employment Rights Ordinance (TERO).