Accounts Payable Clerk

Accounts Payable Clerk

We are seeking a dedicated Accounts Payable Clerk to join our team. In this position, you are responsible for high-volume, end-to-end AP processing, including invoice verification and entry, payment processing, workflow coordination, and vendor account maintenance using Oracle ERP. This role ensures invoices are accurately coded, properly approved, and paid on time in accordance with company policy, internal controls, and established accounts payable processes, while providing responsive support to internal and external stakeholders.

Essential Job Duties and Responsibilities

(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.)

Invoice Processing

• Verify invoice documentation for completeness and accuracy, including matching to supporting documentation as required (Oracle).
• Code invoices to the appropriate general ledger accounts, cost centers, departments, and/or projects in accordance with policy (Oracle).
• Perform manual invoice entry and ensure invoices are routed and recorded within required timelines.
• Resolve invoice discrepancies by coordinating with vendors and internal departments; document outcomes and maintain an audit trail.
• Support accounts receivable refund processing, including validation of required approvals and supporting documentation.
• Process recurring payments such as lease payments and rent per established schedules and approvals.

Approvals & Workflow

• Monitor department email inbox for incoming invoices, requests, and inquiries; triage and respond or route appropriately.
• Coordinate invoice approval workflow, including follow-up on pending approvals to meet close and payment deadlines.
• Maintain compliance with internal controls and segregation of duties throughout the AP workflow.

Reconciliation & Maintenance

• Perform vendor statement reconciliations; research and resolve outstanding items, credits, and unapplied payments.
• Support new vendor setup and vendor master maintenance, including collecting required documentation and validating vendor details.
• Assist with month-end activities as assigned (e.g., AP aging review, accrual support, documentation for audits).

Customer Service & Collaboration

• Serve as a point of contact for vendor and internal AP inquiries; provide professional and timely communication.
• Partner with Purchasing, Receiving, and department approvers to ensure accurate and efficient invoice-to-pay processes.
• Performs other duties as assigned

Travel

• None

Qualifications

Employment is contingent on

• Background check (company-wide). Results will not be used automatically to disqualify individuals. Instead, the Company will conduct an individualized assessment that considers the duties of the position, the nature and timing of the offense, and any evidence of rehabilitation, in accordance with applicable laws.
• Drug screen (when applicable for the position)
• Compliance with healthcare facility credentialing process (when applicable for the position)
• Valid driver's license in state of residence with a clean driving record (when applicable for the position)

Required Education and/or Experience

• High school diploma or equivalent required; Associate degree or higher preferred.
• 5+ years of progressively responsible accounts payable experience, including high-volume invoice processing.
• Hands-on experience with Oracle ERP (AP module), including invoice entry, coding, workflow/approvals, vendor maintenance, payment processing, and troubleshooting common AP issues.
• Strong knowledge of AP controls and best practices (three-way match, exception resolution, payment terms, approvals, audit trail, segregation of duties).
• Proficiency with Microsoft Excel and Outlook (sorting/filtering; pivot tables a plus).

Skills and Competencies

• Ability to investigate and resolve invoice, payment, and vendor discrepancies independently.
• Strong attention to detail, accuracy, and ability to identify discrepancies and apply root-cause analysis.
• Solid understanding of invoice processing, payment cycles, and basic accounting principles.
• Strong written and verbal communication skills with internal teams and external vendors.
• Ability to manage competing priorities and meet deadlines in a fast-paced, deadline-driven environment.
• Professionalism and confidentiality when handling financial and personal information.
• Customer-service and continuous-improvement mindset with strong problem-solving skills.

Machines, Equipment and Technical Abilities

• Email transmission and communication
• Internet navigation and research
• Microsoft applications; Outlook, Word and Excel
• Office equipment; fax machine, copier, printer, phone and computer and/or tablet

Physical Demands

• Lift and carry office equipment at times
• Requires sitting, walking, standing, talking and listening
• Requires close vision to small print on computer and/or tablet and paperwork

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.