Accounts Payable Specialist & Office Administrator

Accounting Department Administrator / Accounts Payable Assistant

Position Summary

We are seeking a detail-oriented, highly organized Accounting Department Administrator / Accounts Payable Assistant to support the daily operations of our financial team. In this dual-faceted role, you will assist with vital accounts payable functions, handle essential administrative office tasks, maintain precise records, manage vendor communication, and provide general clerical support.

The ideal candidate is a dependable, professional individual who thrives on multitasking and keeping operations seamless in a fast-paced office environment.

Key Responsibilities

Accounts Payable Support

• Invoice Processing: Review and process vendor invoices accurately and in a timely manner.
• Three-Way Matching: Match purchase orders, invoices, and delivery receipts within our dedicated Invoice Management System.
• Payment Assistance: Assist with regular check runs and the preparation of electronic payments.
• Vendor Management: Maintain and update vendor files, handle payment inquiries, and reconcile monthly vendor statements to resolve discrepancies.
• Reconciliations: Assist with employee expense reports and corporate credit card reconciliations.

Accounting & Administrative Duties

• Departmental Support: Provide high-level administrative assistance directly to the accounting team.
• Data & Records Management: Perform accurate data entry, maintain accounting databases, and systematically file/archive financial records.
• Office Coordination: Manage incoming/outgoing mail, route phone calls, greet visitors, and oversee the inventory and ordering of general office and breakroom supplies.

General Office Support

• Confidentiality: Maintain the highest level of strict confidentiality regarding sensitive financial and company information.
• Process Improvement: Collaborate across departments to optimize internal office procedures, organization, and workflow efficiency.
• Ad-Hoc Tasks: Perform additional clerical and administrative duties as assigned by management.

Qualifications & Requirements

• Education: High school diploma required; an Associate degree in Accounting, Business Administration, or a related field is highly preferred.
• Experience: 2+ years of proven experience in an administrative or accounting support role preferred.
• Core Knowledge: A solid foundational understanding of basic accounts payable and general bookkeeping principles.
• Technical Savvy: Proficiency in Microsoft Office Suite (advanced comfort with Excel and Outlook is required); previous experience with dedicated accounting software is a major plus.
• Professional Attributes: High attention to detail, exceptional organizational and time-management skills, and excellent interpersonal communication abilities.

Work Environment & Schedule

• Status: Full-time position.
• Setting: 100% office-based environment.
• Hours: Standard business hours with occasional overtime requested based on monthly or quarterly closing cycles.

Compensation & Benefits

• Competitive hourly pay/salary commensurate with experience.
• Comprehensive health insurance packages.
• Generous paid time off (PTO) and paid holidays.
• Retirement plan options.
• Clear opportunities for internal professional growth and career advancement.