Accounts Payable Associate

A bit about us:

Founded in the late 1990s, we provide integrated software and consulting solutions that help government organizations modernize operations, improve efficiency, and better serve their communities. We work closely with public-sector agencies at the national, state/provincial, and local levels, combining technology expertise with deep government experience to deliver practical, long-term solutions.

Why join us?

Excellent Benefits

• Company vehicle
• Health Insurance
• Vacation/PTO

Job Details

Responsibilities:

As an Accounts Payable Associate, you will be essential in maintaining the financial health of our organization by ensuring accurate and timely processing of invoices, payments, and vendor management. The ideal candidate will be detail-oriented and proactive, have strong organizational skills, corporate office experience, and the ability to thrive in a dynamic, fast-paced environment.

Invoice Processing & Data Entry

Review and process high-volume accounts payable invoices, ensuring proper coding, authorization, and compliance with company policies.
Verify and apply appropriate sales and use taxes to invoices based on jurisdictional requirements.
Perform three-way matching (purchase order, invoice, and receipt) to ensure invoice accuracy before processing payments.

Maintain and update vendor records, ensuring accurate payment details, tax information, and compliance documentation.

Payments & Reconciliations

Process electronic fund transfers (EFTs) and ACH payments in both domestic and foreign currencies, ensuring timely and accurate processing.

Reconcile credit card transactions in Concur and Microsoft Excel, identifying and resolving discrepancies.

Prepare and process check payments, ensuring timely distribution and proper documentation.

Perform monthly reconciliation of accounts payable transactions, resolving discrepancies and ensuring data integrity.

Vendor & Internal Communication

Serve as a point of contact for vendors, managing invoice inquiries, payment discrepancies, and dispute resolution professionally and efficiently.

Partner with internal departments such as Procurement and Finance to resolve invoicing and payment issues.

Provide exceptional customer service to employees and vendors by addressing inquiries with accuracy and professionalism.

Tax Compliance & Reporting

Prepare and file monthly sales tax returns across multiple states and cities, ensuring compliance with tax laws and regulations.

Conduct tax rate research to verify that appropriate rates are applied to invoices.

Prepare annual 1099 forms, ensuring compliance with IRS reporting requirements.

Process Improvement & Accounting Support

Identify opportunities to streamline accounts payable processes, enhance automation, and improve efficiency.

Assist in internal audits and compliance reviews, ensuring adherence to financial controls and company policies.

Provide support to the Accounting and Administrative teams with special projects, reporting, and ad hoc financial analysis as needed.

Qualifications:

Education & Certifications

Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

Technical Skills

Proficiency in Microsoft Office Suite, with strong Excel skills (pivot tables, VLOOKUP, and reconciliation functions).

Experience with accounting software such as Sage, Microsoft Dynamics 365, SAP, or Oracle NetSuite (preferred).

Familiarity with Concur for expense management and credit card reconciliation (preferred).

Experience & Soft Skills

0-2 years of experience in accounts payable, accounting, or a related financial role.
Strong attention to detail and accuracy, with the ability to manage high-volume transactions efficiently.

Excellent problem-solving and analytical skills, with the ability to identify and resolve discrepancies proactively.

Strong written and verbal communication skills, with the ability to interact professionally with vendors and internal teams.

Ability to work independently while also collaborating with cross-functional teams.

A proactive and adaptable mindset, with a willingness to take on new challenges and improve processes.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot's policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

Information collected and processed as part of your Jobot candidate profile, and any job applications, resumes, or other information you choose to submit is subject to Jobot's Privacy Policy, as well as the Jobot California Worker Privacy Notice and Jobot Notice Regarding Automated Employment Decision Tools which are available at jobot.com/legal.

By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Jobot, and/or its agents and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here: jobot.com/privacy-policy