Accounts Payable Analyst

BASIC FUNCTION

The Accounts Payable Analyst supports accurate and timely accounts payable processing across Superior Van & Mobility's locations. Based in the Louisville, Kentucky corporate office and reporting to the Corporate Controller, this position reviews vendor invoices, resolves billing discrepancies, reconciles vendor and corporate credit card activity, supports payment preparation, and assists with month-end accounting.

The position works closely with vendors, branch Office Administrators, and the accounting team to obtain complete documentation, maintain accurate records, and improve AP workflows. Additional responsibilities include assigned vehicle and warranty accounting support, coordination of approved supply purchases, and occasional branch administrative coverage. The Corporate Controller coordinates assignments and coverage to maintain timely completion of core AP responsibilities.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Corporate Controller

Supervises: This is a non-supervisory role.

Works closely with the Accounts Payable Accountant, other accounting personnel, Office Administrators, General Managers, and vendors. Coordinates assigned work and backup coverage with the accounting team under the direction of the Corporate Controller.

SPECIFIC DUTIES AND RESPONSIBILITIES

Accounts Payable Processing and Vendor Support

1. Reviews and enters vendor invoices for assigned locations, verifying vendor information, invoice dates, payment terms, supporting documentation, and general ledger, location, and department coding.

2. Matches invoices to purchase orders and receiving documentation when applicable. Obtains required approvals and resolves quantity, price, coding, and documentation discrepancies with vendors and branch personnel.

3. Checks invoices for duplicate entries, previous payments, missing credits, and unusual charges before processing. Escalates suspicious or unsupported transactions for review.

4. Reconciles vendor statements and researches missing invoices, unapplied credits, disputed balances, and payment differences. Follows outstanding items through resolution.

5. Responds professionally to vendor and internal inquiries regarding invoices, payment status, and account balances. Maintains organized records of correspondence and follow-up actions.

6. Reviews AP aging and pending approvals to identify overdue invoices, unresolved credits, and processing delays. Communicates exceptions and recommended actions to the accounting team.

7. Maintains vendor documentation, obtains W-9 forms as assigned, and assists with annual 1099 preparation and related information requests.

Payments and Internal Controls

8. Provides backup for the weekly payables check run and other approved payment methods. Prepares payment batches and verifies amounts, due dates, credits, and supporting approvals before submission for authorized review and release.

9. Follows established procedures for vendor setup and changes, including verification and approval of banking information. Maintains confidentiality of vendor and company financial information.

10. Maintains clear supporting documentation and follows approval limits and segregation-of-duties requirements for purchases, vendor changes, journal entries, and payments.

Corporate Credit Cards and Month-End Support

11. Processes corporate credit card expenses, obtains receipts and business-purpose information, verifies coding and approvals, and follows up on missing documentation or policy exceptions.

12. Reconciles corporate credit card transactions to statements and accounting records. Investigates disputed charges, refunds, duplicate transactions, and other differences.

13. Identifies invoices and expenses not yet recorded and supplies supporting information for month-end accruals and accurate period cutoff.

14. Assists with AP-related account reconciliations and prepares supported journal entries for review and posting in accordance with company procedures.

15. Provides schedules and documentation for month-end close, internal reviews, and external audit requests.

Vehicle Accounting and Additional Operational Support

16. Maintains assigned used-vehicle inventory accounting records and enters approved material requisitions and reconditioning costs, coordinating discrepancies with branch personnel.

17. Processes vehicle warranty sales documentation and reviews related transactions for accuracy and completeness. Supports assigned warranty remittance, cancellation, refund, and reconciliation activities.

18. Consolidates branch requests and coordinates approved monthly purchases of electrical, shop, and office supplies within established purchasing procedures and authorization limits.

19. Provides occasional Office Administrator backup and related clerical support at Superior locations as scheduled by the Corporate Controller. Coordinates coverage with AP processing and close deadlines.

Process Improvement and Collaboration

20. Identifies recurring invoice errors, approval delays, and other AP bottlenecks. Recommends practical improvements to reduce rework and improve accuracy and turnaround time.

21. Uses Sage Intacct and Excel to support AP reporting, reconciliation, and efficient processing. Assists with testing approved workflow changes and documenting procedures.

22. Works cooperatively with accounting and branch personnel, provides clear guidance on documentation requirements, and performs other related duties as assigned by the Corporate Controller.

STANDARDS OF PERFORMANCE

· Processes assigned invoices accurately within established turnaround times and prepares approved payments by scheduled deadlines.

· Completes vendor and credit card reconciliations on schedule and follows discrepancies through resolution.

· Escalates missing approvals, overdue items, unsupported charges, and other significant exceptions promptly.

· Provides complete, accurate month-end information and supporting documentation by required deadlines.

· Communicates clearly and professionally with vendors and colleagues while managing a high volume of open items.

· Maintains confidentiality, follows company controls, and contributes to reducing recurring processing errors.

MENTAL AND PHYSICAL REQUIREMENTS

· Maintains concentration and attention to detail when reviewing financial records, reconciling accounts, and investigating discrepancies.

· Organizes competing assignments, adapts to interruptions, and meets recurring payment and accounting deadlines.

WORKING ENVIRONMENT, CONDITIONS, AND PHYSICAL REQUIREMENTS

· Primarily works indoors in the Louisville corporate office, with frequent computer, telephone, and electronic document use.

· May travel to Superior locations for scheduled administrative coverage, training, or related business needs.

· Work involves sitting or standing at a workstation, walking, reaching, and handling office records and supplies. May occasionally lift or move items weighing up to 25 pounds.

EQUIPMENT AND TOOLS

Uses Sage Intacct, Microsoft Excel, Outlook, Word, electronic invoice and payment systems, computer systems and peripherals, and standard office and telephone equipment.

EDUCATION, EXPERIENCE AND TRAINING

Required Qualifications

1. At least three years of accounts payable or closely related accounting experience, including invoice processing, vendor communication, and discrepancy resolution.

2. Working knowledge of expense coding, invoice approvals, account reconciliations, accruals, month-end support, and internal controls.

3. Experience using an ERP or accounting system and maintaining complete, accurate electronic financial records.

4. Proficiency in Microsoft Excel and Outlook, including the ability to sort, filter, compare, and reconcile data using spreadsheet functions.

5. Strong attention to detail, problem-solving skills, organization, and follow-through; ability to prioritize multiple assignments and meet deadlines.

6. Clear written and verbal communication, professional vendor service, and the ability to work independently and collaboratively.

Preferred Qualifications

7. Associate's or bachelor's degree in Accounting, Finance, or a related field, or relevant coursework and equivalent practical experience.

8. Experience supporting accounts payable for multiple locations and using Sage Intacct.

9. Experience with corporate credit card reconciliations, vendor statement reconciliations, electronic payments, and 1099 support.

10. Excel skills including lookup functions and pivot tables.

11.Experience with vehicle dealership accounting, inventory records, warranty processing, or purchasing support.