Accounts Payable Associate II

Job Description

The Accounts Payable Associate II demonstrates comprehensive knowledge and experience in Accounts Payable, with a solid understanding of the Procure-to-Pay (P2P) process and Accounts Payable best practices. This role typically requires two to five years of experience processing invoices using Oracle ERP and GHX EDI systems. The Associate II collaborates with internal and external stakeholders to ensure all payables are accurately vetted, processed, approved, and paid in a timely manner.

The role reflects an intermediate level of expertise and includes responsibility for providing guidance and support, including assisting with the training of less experienced associates.

• Perform the full Accounts Payable cycle, including supplier registration, invoice processing, and payment disbursement.
• Prepare invoice batches for scanning via OCR and ensure accurate upload into Oracle.
• Process invoices that are scanned or manually entered into the ERP system.
• Review and prepare weekly ACH and check disbursement jobs by validating Payment Register reports for accuracy.
• Aid in preparing checks for mailing.

• Review EDI batch reports for daily invoice transmittals and resolve exceptions, including three-way match discrepancies, incorrect sites, PO issues, and quantity or unit-of-measure variances.
• Coordinate with Supply Chain Management Buyers to resolve purchase order–related invoice exceptions, including credit memo requests and pricing or quantity discrepancies.
• Review aging payables to identify invoices that have not been validated or approved and work toward timely resolution.
• Review supplier statements to identify open or unprocessed invoices.

• Ensure required approvals are obtained from cost center owners in accordance with organizational policy.
• Proactively follow up with cost center owners on invoices pending approval to support timely payment.
• Perform daily expense reimbursement audit reviews.
• Maintain compliance with ERP security and internal control requirements.
• Work within a multi-entity environment, including use of non-taxable functionality as applicable.

• Set up new suppliers following completion of required audits and documentation review.
• Maintain accurate vendor tax documentation, including W-9 forms, and issue non-exempt tax certifications as needed.
• Assist with 1099 tax reporting and filing preparation.

• Respond promptly and professionally to internal and external Accounts Payable inquiries.
• Assist with opening, sorting, and scanning Accounts Payable–related mail into the AP mailbox for review.
• Assist with month-end accrual preparation.
• Provide support and guidance to end users and assist with training and education for new Accounts Payable associates.

Performs Other Duties as Assigned

Required:

• Education:
  
  High School Diploma; GED or equivalent
• Experience:
  
  3-5 years in Accounts Payable
• License / Certification / Registration: n/a

Preferred:

• Education:
  
  Associates in Accounting or Business Management
• Experience:
  
  1–2 years of experience with exposure to Oracle ERP and GHX EDI systems.
• License / Certification / Registration: n/a

• Comprehensive knowledge of Accounts Payable functions, policies, procedures, and internal controls.
• Working knowledge of the Procure-to-Pay (P2P) process, including purchase order matching, invoice validation, and payment processing.
• Knowledge of Oracle ERP and EDI systems (e.g., GHX) used for invoice processing and vendor transactions.
• Knowledge of vendor maintenance, payment methods (ACH and check), and applicable tax documentation requirements (W-9, 1099).
• Understanding of compliance requirements related to approvals, audit standards, and data security within an ERP environment.

• Intermediate proficiency in Microsoft Office applications, including Excel and Word, with the ability to analyze data, review reports, and support reconciliation activities.
• Demonstrated skill in processing high volumes of invoices accurately and efficiently within an automated ERP environment.
• Effective written…