Accounts Payable Administrator

POSITION SUMMARY:  The Accounts Payable (AP) Administrator is responsible for processing invoices, reconciling vendor accounts, and ensuring timely payments to suppliers. This role requires attention to detail, time management skills, and the ability to work efficiently and accurately.

ESSENTIAL JOB FUNCTIONS

Invoice Processing:

• Review and verify invoices for accuracy, completeness, and proper approvals.
• Enter invoices into the accounting system for approval and payment processing.

Payment Processing:

• Prepare and process electronic transfers, ACH, and check payments.
• Ensure timely payment of vendor invoices to avoid late fees and maintain good vendor relationships.
• Reconcile accounts payable transactions and resolve discrepancies.

Vendor Management:

• Maintain accurate and up-to-date vendor records.
• Respond to vendor inquiries and resolve invoice/payment discrepancies.
• Ensure compliance with company policies and contractual agreements.

Compliance & Record Keeping:

• Maintain organized and accurate AP records for audit and compliance purposes.
• Ensure adherence to financial policies, internal controls, and tax regulations.

MINIMUM QUALIFICATIONS

Education & Experience:

• High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting or Finance is a plus).
• 1-3 years of accounts payable or general accounting experience preferred.

Skills & Competencies:

• Strong attention to detail and accuracy.
• Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle) and Microsoft Excel.
• Excellent communication and problem-solving skills.
• Ability to work independently and meet deadlines.

PREFERRED QUALIFICATIONS

• Experience in a corporate accounting department.
• Knowledge of Generally Accepted Accounting Principles (GAAP).
• Familiarity with expense reporting and reimbursement policies.

COMPENSATION AND BENEFITS

• This is a non-exempt, part-time position, appox. 8-10 hours/week. Compensation is based on experience. Approximate range of position $27-30/hour.
• Sick time.
• Membership to Mechanics’ Institute

TO APPLY

Send cover letter and resume to jobs@milibrary.org and include "Accounts Payable Administrator” in the subject line.

Position will remain open until filled.

No phone calls please.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

The Mechanics' Institute is committed to building an equitable and inclusive workplace and seeks talented staff from diverse backgrounds. The Institute does not discriminate on the basis of race, ethnicity, color, sex (including the actual gender or perception of sex identity, appearance or behavior), sexual orientation, religion, national origin, age, disability, veteran status, or any other characteristics legally protected by federal, state, or local laws and regulations.