Accounts Payable Associate - Islandia, NY

Accounts Payable Associate

The Accounts Payable Associate is responsible for supporting the financial, administrative, and clerical processes related to vendor payments and expenditures. This role ensures accuracy, timeliness, and compliance within the accounts payable function by processing invoices, maintaining records, and assisting with payment disbursements. The Associate works closely with vendors and internal departments to resolve discrepancies, uphold internal controls, and contribute to the overall financial operations of the organization.

ESSENTIAL FUNCTIONS, RESPONSIBILITIES AND DUTIES:

Accounts Payable Operations

• Assist with daily AP operations to ensure invoices are processed accurately, approved promptly, and paid on schedule.
• Assist with weekly ACH and check payment runs, verifying accuracy, compliance, and timeliness.
• Maintain accurate and complete financial records in compliance with company policies, GAAP, and regulatory requirements.

Reporting & Analysis

• Assist with cash flow forecasting related to payables and provide insights for decision-making.

Policy, Process, & Compliance

• Follow all accounts payable policies, procedures, and internal controls to ensure efficiency, accuracy, and compliance.
• Partner with auditors, vendors, and internal stakeholders to support audit and compliance activities.

Vendor & Cross-Functional Collaboration

• Foster and maintain strong relationships with vendors, clients, financial institutions, and internal departments.
• Resolve vendor inquiries, disputes, and escalations with professionalism and accuracy.
• Collaborate with Procurement, Accounting, and Finance to ensure smooth end-to-end purchasing and payment cycles.

Other Contributions

• Support special projects, system upgrades, and process improvement initiatives as assigned.
• Work closely with other accounting staff to ensure cross-team support and alignment.

General Support

• Take on additional responsibilities or interim assignments as business needs evolve.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Culinary Suite
• X3
• Great Plains

Requirements:

Education

• Associate degree or higher in Accounting, Finance, or a related field (Bachelor's degree preferred).
• Solid understanding of accounting principles and financial processes.

Skills & Experience

• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong computer literacy; experience with ERP and AP automation systems preferred.
• Proven organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Detail-oriented with a high level of accuracy and integrity.
• Strong interpersonal and communication skills, with the ability to collaborate across teams.

Other Requirements

• Must complete all training as required.

Expected Hours of Work:

This is a full-time non-exempt position. Standard work hours are generally Monday through Friday, 8:00 a.m. to 5:00 p.m., with a daily unpaid meal period in accordance with state and federal wage-and-hour laws. As a non-exempt employee, you are eligible for overtime pay for all hours worked over 40 in a workweek (or as otherwise required by applicable state law). Business needs may occasionally require additional hours, including early mornings, evenings, or weekend work, which must be approved in advance by your manager.

Travel Requirements:

Some travel may be required. Most traveling will be confined to day trips in the region but from time-to-time, may also include overnight stays as well.

Physical Demands of the Job:

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is frequently required to sit, stand, walk, talk, and hear; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work is performed primarily in a company or home-office setting. The noise level in the company work environment is moderate. The duties listed above are intended only as illustrations of the various types of work and duties that may be performed. The omission of specific statements of duty does not exclude them from the position if the work is similar, or a logical assignment to the position, and the Company reserves the right to add additional duties or modify existing duties.

The job description does not constitute an employment agreement between the Company and employee and is subject to change by the Company as the needs of the Company and requirements of the job change. Employee's signature below constitutes an employee's understanding of the requirements, essential functions, and duties of the position.