Accounts Payable Clerk/Administrative Assistant

CXO Financial — Part-Time Accounts Payable Clerk (Client Payables)

Position Type: Part-time (15–25 hours/week; can flex during month-end)

Location: In-Person or Hybrid (based on office needs)

Reports to: Client Accounting Manager / Controller Services Lead

Compensation: Hourly (based on experience)

Role Summary

CXO Financial is hiring a Part-Time Accounts Payable (AP) Clerk to run payables for multiple client entities. This role is responsible for accurate invoice intake, coding, approvals, payment execution, vendor management, and documentation—ensuring vendors are paid on time while maintaining strong internal controls and clean audit trails. You'll work inside client accounting systems and CXO workflows, supporting our outsourced accounting/CFO teams.

Key Responsibilities Invoice Intake & Processing

• Receive, organize, and track invoices (email, portal, mail scan) for assigned clients.
• Validate invoice completeness (vendor name, invoice date/number, remit-to, due date, item detail, tax, etc.).
• Match invoices to POs/receipts when applicable; flag discrepancies for resolution.
• Code invoices to the correct GL accounts, classes, locations, jobs/projects, and departments per client COA.
• Enter bills in client systems (primarily QuickBooks Online; others as assigned) with proper attachments and notes.

Approvals & Controls

• Route invoices for approval according to each client's approval matrix and spending limits.
• Maintain a clear status tracker: received → entered → pending approval → scheduled → paid → filed.
• Enforce segregation of duties and payment controls (no self-approval; documented approvals required).
• Escalate exceptions: duplicate invoices, unusual vendors, rushed payments, missing approvals, or suspected fraud.

Payment Execution

• Prepare weekly/biweekly payment runs for client review.
• Schedule and process payments via ACH, bill pay, check, or vendor portals (as authorized).
• Ensure payment details are accurate (bank info, remit address, invoice references, timing).
• Send remittance confirmations to vendors and update client stakeholders as required.

Vendor Management & Compliance

• Set up and maintain vendor records (W-9 collection, EIN/SSN handling, 1099 flags, payment preferences).
• Track vendor statements and resolve past-due notices with supporting documentation.
• Assist with 1099 readiness: verify vendor info, categorize properly, and maintain clean records.
• Maintain documentation standards for audit/CPA review (attachments, approvals, payment proof).

Reconciliation & Reporting Support

• Support month-end AP close: ensure bills are entered, payments posted, and AP aging is accurate.
• Provide AP aging summaries and "what's due" reports to CXO team/client contacts.
• Identify trends and issues (late fees, duplicate vendors, frequent rush requests) and recommend process improvements.

What Success Looks Like (30–90 Days)

• Invoice workflow is predictable, tracked, and transparent across assigned clients.
• Payables are consistently on-time with minimal rush payments and minimal vendor escalations.
• Clean audit trails: every bill has support, coding rationale, and documented approval.
• AP aging is accurate and reconciles with payment activity; month-end is smooth.
• CXO team and clients trust your judgment, organization, and communication.

Required Qualifications

• 2 years of accounts payable experience (multi-entity or high-volume preferred).
• Strong attention to detail and comfort with repetitive, accuracy-driven work.
• Experience with accounting systems (QuickBooks Online strongly preferred).
• Proficiency with Excel/Google Sheets; ability to maintain trackers and reconciliations.
• Knowledge of basic accounting concepts: debits/credits, expenses vs COGS, accruals, AP aging.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• Experience supporting multiple clients or working in an outsourced accounting/bookkeeping environment.
• Familiarity with Quickbooks, (or similar AP automation tools), bank portals, and vendor payment platforms.
• Experience with job costing / class & location tracking (construction, trades, multi-department ops).
• Exposure to 1099 processes and W-9 management.
• Experience with document management systems (SharePoint/OneDrive) and standardized naming conventions.

Core Competencies

• Process-driven: follows checklists, standards, and controls
• Communicates clearly and early when something is missing or risky
• Organized: keeps work moving across many vendors/clients without losing details
• Integrity-first: fraud-aware, approval-focused, control-minded
• Service-oriented: helps clients and vendors with professionalism

Tools You May Use

• QuickBooks Online (primary), (if applicable), bank portals, vendor portals
• Microsoft 365 (Outlook, Excel, Teams), SharePoint/OneDrive
• CXO tasking/workflow tools (as assigned)

Working Conditions / Schedule

• Flexible hours with consistent weekly cadence (recommended: 2–4 set days per week).
• Additional hours may be needed around month-end or during client transitions/onboarding.

Compliance & Confidentiality

This role requires strict adherence to CXO confidentiality standards and client internal controls. You may be required to sign an NDA and follow CXO security procedures (MFA, secure file storage, no personal devices if restricted, etc.).

Application Instructions

Submit:

• Resume
• Brief note describing your AP experience (systems used, monthly invoice volume, and availability)

Pay: $ $25.00 per hour

Expected hours: 10.0 – 30.0 per week

Work Location: In person

Salary : $25