Accounts Payable Admin

SUMMARY: The Accounts Payable Administrator is responsible for accurately and efficiently processing vendor invoices, maintaining accounts payable records, reconciling vendor accounts, and ensuring payments are made in accordance with established company procedures. This position works closely with Purchasing, Receiving, Operations, and other departments to resolve invoice discrepancies and maintain accurate financial records.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Accounts Payable Processing

• Process vendor invoices accurately and in a timely manner.
• Review invoices for appropriate documentation, approvals, pricing, quantities, and payment terms.
• Match invoices to purchase orders and receiving documentation as applicable.
• Enter invoices, credits, and other accounts payable transactions into the accounting system.
• Properly code invoices to appropriate general ledger accounts and cost centers.
• Identify and investigate discrepancies between purchase orders, receipts, and vendor invoices.
• Communicate with Purchasing, Receiving, and other departments to resolve discrepancies.
• Prepare and process vendor payments according to established payment schedules.
• Maintain accurate records of payments, invoices, credits, and supporting documentation.
• Monitor accounts to ensure payments are current and duplicate payments are avoided.

Vendor Management

• Establish and maintain accurate vendor records.
• Obtain required vendor documentation, including W-9 forms and payment information.
• Respond professionally and promptly to vendor inquiries regarding invoices and payment status.
• Research and resolve vendor statement discrepancies.
• Reconcile vendor statements to company accounts payable records.
• Maintain positive working relationships with vendors while protecting the company’s financial interests.
• Assist with vendor account updates and verification of changes to payment or banking information in accordance with company procedures.

Reconciliation & Month-End Support

• Reconcile accounts payable transactions and vendor accounts.
• Review outstanding invoices and open purchase order-related issues.
• Assist with accounts payable month-end closing activities.
• Identify invoices or expenses that may require accruals and communicate them to the appropriate accounting personnel.
• Assist with general ledger account reconciliations as assigned.
• Research and correct accounts payable discrepancies.
• Provide supporting documentation for financial audit and account reconciliation activities.

Recordkeeping & Compliance

• Maintain organized and accurate accounts payable records in accordance with company retention policies.
• Ensure transactions comply with established accounting procedures and internal controls.
• Maintain appropriate documentation and approval records for accounts payable transactions.
• Protect confidential company, employee, vendor, banking, and financial information.
• Assist with annual 1099 reporting and vendor tax documentation.
• Provide documentation and support for financial audits, tax preparation, and other accounting reviews.
• Follow established controls designed to prevent duplicate payments, unauthorized purchases, and payment fraud.

General Accounting & Administrative Support

• Assist the Accounting Department with additional accounting functions as needed.
• Compile information for daily dashboard to assist in the management of the business.
• Provide administrative support for other departments as needed.
• Assist with special projects, process improvements, and accounting system initiatives.
• Identify opportunities to improve efficiency, accuracy, and controls within the accounts payable process.
• Work collaboratively with Purchasing, Receiving, Operations, and other departments to maintain accurate financial information.
• Perform other duties as assigned.

PRECERTIFICATION REQUIREMENTS:

• Pre-employment physical
• Respiratory test

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• High school diploma or equivalent required.
• Associate degree in Accounting, Finance, Business Administration, or a related field preferred.
• Previous accounts payable, bookkeeping, or accounting experience preferred.
• Experience working in a manufacturing environment is a plus.
• Experience with ERP or accounting software preferred.
• Experience with purchase orders, receiving documentation, and three-way matching is preferred.

OTHER SKILLS and ABILITIES:

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet established deadlines.
• Strong mathematical and problem-solving abilities.
• Ability to identify discrepancies and independently research issues.
• Strong written and verbal communication skills.
• Professional and courteous when communicating with vendors and coworkers.
• Ability to maintain confidentiality of financial and business information.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and effectively use company accounting and ERP systems.
• Ability to work independently while also contributing as part of a team.
• Dependable attendance and consistent follow-through on assigned responsibilities.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel objects, tools, or controls; and talk or hear.

• The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel or crouch.
• Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles while walking out in the plant.
• The noise level in the work environment is usually moderate within the office area and loud in the plant.

Paid Weekly!

Bremer Manufacturing offers a full range of benefits including health insurance, life insurance, 401K with company match.

To Join Our Team: email resume to: [email protected]