ACCOUNTS PAYABLE REPRESENTATIVE JOB DESCRIPTION

An unmatched invoice volume and a missed payment term are, by themselves, recoverable. Both happening at once,  with a vendor on credit hold and month-end two days out, reveals exactly how much depends on this seat being filled well. The Accounts Payable Representative owns the daily flow of vendor payments, GL coding accuracy, and reconciliation integrity within a corporate or shared services accounting function. Vendor disputes, 1099 compliance, and escheating obligations give this role legal weight that general bookkeeping roles do not carry.

As the Accounts Payable Representative, you process and reconcile vendor invoices, manage payment runs, and maintain the GL accuracy that the monthly financial close depends on. You report to an AP Manager or Controller and operate across a portfolio of vendor accounts that can span multiple business units or property groups.

Career Impact: Deep fluency in SOX-adjacent controls and escheating compliance makes an AP Representative a stronger candidate for Senior AP, AP Supervisor, or Accounting Coordinator roles in regulated corporate environments.

Business Impact: Vendors are paid accurately and on schedule, with credit holds prevented before they disrupt supply chains, keeping operations running without the delays that escalate into Controller-level issues.

Growth Opportunity: Exposure to intercompany reconciliation, P-Card administration, and month-end close processes widens the scope of what you can own at the next level, whether that is a senior IC title or a team lead position.

• Process vendor invoices against purchase orders and contracts, verifying GL codes and approval authority before entry.
• Reconcile vendor statements for open balances and resolve discrepancies through root cause analysis to prevent recurrence.
• Prepare and execute weekly payment runs, including check batches, ACH transactions, and wire transfers.
• Maintain vendor profiles and W-9 documentation to support accurate 1099 filings and year-end tax compliance.
• Coordinate with department managers and purchasing teams on match exceptions and escalated billing disputes.
• Support the month-end close by completing accrual postings, aging reviews, and reconciliation of intercompany items.
• Audit payment back-up for accuracy and manage the approval workflow for disbursements above established thresholds.
• Monitor recurring vouchers for lease and contract obligations, adjusting as terms change across the portfolio.

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent work experience.
• 2 or more years of accounts payable experience, with demonstrated responsibility for full payment cycle processing.
• Working knowledge of general accounting principles, GL coding structures, and month-end close procedures.
• Ability to handle high invoice volumes accurately within defined service level timelines.
• Strong attention to detail in data entry, payment verification, and vendor record maintenance.
• Effective written and verbal communication skills for resolving vendor and internal department inquiries.
• Proficiency in spreadsheet applications for payment tracking, reconciliation, and reporting.

• Prior experience in a shared services or multi-entity accounting environment with intercompany transactions.
• Familiarity with SOX compliance requirements, escheating procedures, or corporate audit support processes.
• Exposure to P-Card administration, including setup, receipt attachment, and cardholder termination workflows.
• Process improvement experience in AP workflow standardization or automation initiatives.

• Invoice processing accuracy rate, measured as the percentage of entries requiring correction after posting.
• Days payable outstanding, reflecting how well payment terms are honored across the vendor portfolio.
• Duplicate payment rate, tracking how often overpayments or double entries reach the disbursement stage.
• Vendor statement reconciliation completion rate by the month-end close deadline.
• Escalation frequency, counting how often invoice exceptions require Controller or CFO intervention.
• Typical tools: ERP accounting platforms (commonly SAP or PeopleSoft); spreadsheet software (commonly Excel).

• Base Salary Range: $42,000 to $58,000 annually, depending on experience and entity size.
• Bonus: Discretionary annual bonus, typically 3 to 5 percent of base salary.
• Equity: Equity is uncommon at this level; occasionally offered at the senior IC tier in private companies.
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size.
• PTO: 10 to 15 days annually, plus standard federal holidays.
• Common Perks: Hybrid schedule options, 401(k) with employer match, and professional development reimbursement.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for all applicants. Employment in this role is contingent on successful completion of a background check, which may include verification of financial history, given the nature of the position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available for individuals with disabilities throughout the application and employment process upon request.

The Accounts Payable Representative delivers full-cycle payables processing for Hackensack Meridian Health, classifying and recording financial data, processing vendor invoices, and managing accruals to keep records complete and accurate. Working alongside the Accounting and Purchasing Departments and reporting to the AP supervisor, this role sustains the financial integrity of monthly close cycles and supports cash flow control across the health system.

Key Responsibilities

• Processes all accounts payable in accordance with established policies on purchase orders, contracts, and vendor invoices.
• Maintains a list of unprocessed vouchers for month-end accrual and communicates this information to the Accounting Department.
• Coordinates with the Purchasing Department to reconcile items on the match exception list.
• Assists vendors and departments with inquiries regarding the payment status of invoices.
• Completes all accounts payable posting and accrual responsibilities in accordance with the monthly financial statement close schedule.
• Reviews vendor statements for open balances and requests copies of outstanding invoices and credits.
• Performs duplicate payment audits, documents reasons, and communicates results to management to prevent future occurrences.
• Reconciles vendor payments for explanation and accuracy.
• Updates vendor files with W-9 information to ensure proper recording of 1099 forms.
• Performs stop payments and reissues as required and within company policy.
• Enters credit memos for refunds, overpayments, and duplicate payments.
• Establishes payment arrangements with vendors and monitors to ensure payment is received within policy.
• Responds to all inquiries and correspondence from attorneys, collection agencies, and patients.
• Monitors and maintains monthly recurring vouchers for contract and lease agreements, the Fuelman program, and the automated check request process.

Required Qualifications

• Associate's degree or equivalent experience in a related Finance field.
• Two or more years of experience in an Accounts Payable or Accounts Receivable environment.
• In-depth knowledge of the accounting and payables process.
• Experience in analyzing AP payment issues and following up to resolution.
• Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience working in a PeopleSoft Accounts Payable system.

Embedded within the accounting department of a large residential property portfolio, the Accounts Payable Representative oversees invoice processing through IPS and Rapidpay, utility payment tracking, and bank reconciliation across a high-volume transaction environment. Working closely with vendors, controllers, and the CFO, this role ensures payment accuracy and financial record integrity across all property accounts.

Core Functions

• Processes invoices through IPS and Rapidpay, correctly coding and routing them to the appropriate approval workflow.
• Enters invoices into the Rapidpay system for approval or acquires written approval before processing payments to vendors.
• Processes invoices and utility payments weekly.
• Executes transactions, withdrawals, and adjustments through the Multi-Data Services system to ensure entries are booked and reconciled with bank accounts.
• Tracks and manages monthly and quarterly utility payments across a large residential property portfolio, including payments to water boards, telecoms, oil companies, and energy companies.
• Ensures required documentation is obtained for new vendor set-up and configures accounts on direct payment and ACH.
• Researches, identifies, and analyzes discrepancies, escalating complex billing issues to the supervisor.
• Ensures all supporting documentation for processed entries has been scanned or bar-coded into the MDS software.
• Prepares and uploads monthly paid bills reports for Board and building accountant review.
• Books and processes bank reconciliation adjustments and corrects bookkeeping discrepancies as requested.

Qualifications & Experience

• Ability to respond to inquiries, address discrepancies, and negotiate fee waivers.
• Ability to create and track accounts and payment due dates, with strict attention to detail and deadlines.
• Demonstrated ability to handle large volumes of transactions accurately and efficiently.
• Strong organizational skills.
• Excellent communication skills.

Reporting to the accounting department leadership, the Accounts Payable Representative shapes the end-to-end vendor payment cycle by verifying and reconciling invoices, entering them into the accounting software, and managing the payment process in accordance with established policies. Partnering with department managers and vendors, this role ensures timely, accurate disbursements and maintains the historical records that support sound financial operations.

Primary Duties

• Processes all vendor invoices and statements, verifying manager approval and correct GL code and department coding.
• Enters all invoices into the accounting system, ensuring vendor and invoice information, including applicable payment terms, is entered correctly.
• Manages the timely payment of all outstanding accounts payable through a scheduled process.
• Verifies expense reports and prepares employee expense reimbursement checks.
• Maintains accurate 1099 vendor information, including obtaining W-4 forms from all vendors.
• Maintains all historical vendor and payment records in accordance with records retention policies.
• Responds to all vendor inquiries and completes credit applications for new vendors.
• Prepares account analyses and produces monthly reports as requested.

Education & Experience

• High School Diploma or GED required.
• Associate's Degree or equivalent from a two-year college or technical school preferred.
• One to three years of accounts payable experience.
• Knowledge of general accounting principles, regulatory standards, and compliance requirements.
• Proficiency in MS Office, including computerized accounting and spreadsheet programs.
• Excellent data entry skills with a high degree of accuracy, attention to detail, and confidentiality.
• Excellent analytical, problem-solving, and decision-making skills.
• Effective verbal, listening, and written communication skills.
• Effective organizational, stress, and time management skills with the ability to meet deadlines.
• Ability to work independently or as part of a team.

Sitting at the intersection of financial controls and high-volume invoice operations, the Accounts Payable Representative processes basic to moderately complex accounting tasks using SAP and multiple ERP platforms within a multinational shared services environment. Operating across supplier dispute resolution, payment term compliance, and team mentoring, this role protects accurate financial records and supports seamless cash flow for global business units.

Duties

• Processes invoices accurately and efficiently throughout the month using SAP and other ERP systems.
• Verifies all invoices for proper approval, valid GL numbers, and cost centres.
• Proactively follows up on outstanding actions to ensure invoices are processed and paid on time.
• Researches and resolves supplier disputes, including root cause analysis and proactive steps to mitigate future issues.
• Complies with all internal control procedures to ensure accurate financial records, particularly in relation to the Corporate Approved Authority Matrix.
• Adheres to contractual payment terms to ensure smooth business operations while maximizing cash flow.
• Mentors and trains new team members.

Skills & Qualifications

• Experience in a multinational, ideally shared services, environment.
• Proficient in MS Office tools, including Outlook and Excel.
• Ability to handle large volumes of invoices within agreed SLAs across multiple ERPs and workflows.
• SAP knowledge in Accounts Payable.
• Experience in Process Improvement, Process Standardization, or Process Automation.
• Ability to multitask, manage frequently changing priorities, and adapt quickly to change.
• Team-oriented with a positive, can-do mindset and a quick-learning disposition.

A key member of the Franklin Shared Service accounts payable team, the Accounts Payable Representative leads invoice processing, vendor payment strategy, and weekly check run execution to meet monthly cash flow goals. Collaborating across departments and with external vendors, this role builds and sustains vendor relationships that reduce shutoff risk and keep the AP close cycle on schedule.

Accountabilities

• Applies fundamental accounting theories and concepts to support Shared Service accounts payable processes.
• Assists with invoice processing, vendor payment strategies, and workflows to meet monthly cash flow goals.
• Maintains the monthly cash sheet.
• Assists with the setup and maintenance of new and existing vendor accounts.
• Assists with the weekly check run process and data transfer for check or ACH processing.
• Builds and manages vendor relationships to improve communication and reduce potential vendor shutoff risks.
• Assists with the monthly Accounts Payable close, including intercompany, aging, cash sheet, unvouchered accruals, and reconciliation processes.

Requirements

• High School Diploma required.
• Two or more years of Accounts Payable experience.
• Intermediate proficiency in MS Office, including Excel, Word, and Outlook.
• Experience with automated MAPICS XA ERP systems is a plus.
• Excellent communication skills.
• Ability to work independently in a fast-paced environment and as part of a team.

Accurate supplier payments and financial compliance depend on the Sr Accounts Payable Representative, who approves supplier invoices and supplier changes within the payment system across all business units, reporting to the Accounts Payable Manager within Shared Services. Based within a team responsible for SOX, audit, and escheating requirements, this role safeguards financial controls and ensures timely, policy-aligned disbursements at scale.

Leadership Responsibilities

• Vouches invoices and check requests, coding them according to standard procedures to ensure proper entry into the financial system.
• Maintains vendor profiles on a consistent basis.
• Prepares batch check runs, wire transfers, and ACH transactions.
• Assists with the preparation of Form 1099 tax filings and escheating payments per state and company requirements.
• Processes the weekly P-Card import, including set-up, receipt attachment, and card maintenance and termination.
• Assists with monthly status reports and monthly closings.
• Supports SOX, audit, and compliance requirements as needed.

Professional Experience

• High School Diploma or GED equivalent.
• Minimum three years of experience in accounting or accounts payable.
• Mortgage industry experience is a plus.
• Workday experience is a plus.
• Proficient in MS Excel and experienced in using systems to research transactions.
• Strong organizational skills with attention to detail and a focus on accuracy.
• Excellent oral and written communication skills.

As the Accounts Payable Representative, this role builds accurate financial records by balancing and reconciling batch control totals, preparing itemized invoices, and posting receipts for cash received across departments. The accounting team relies on this work to maintain cost and shipment records and sustain the document accuracy that supports sound financial reporting.

Activities

• Balances and reconciles batch control totals with source documents or computer listings to locate errors and encode correct amounts.
• Prepare correction records.
• Prepares itemized statements, bills, or invoices and records amounts due for items purchased or services rendered.
• Reconciles and posts receipts for cash received by various departments.
• Performs bookkeeping work, including posting data and maintaining records concerning costs and shipments.

Background & Experience

• High School Diploma or GED required.
• Associate's Degree in accounting or a related financial discipline preferred.
• One or more years of professional financial or accounting experience.
• Knowledge of federal, state, and company policies, procedures, and regulations as related to accounting.
• Proficient in Microsoft Word, Excel, and PowerPoint, as well as related accounting software.
• Excellent verbal and written communication skills.