AP ASSOCIATE JOB DESCRIPTION

Accurate vendor payment is not optional. AP Associates in corporate finance environments process upward of 100 invoices daily, applying 3-way purchase order matching and maintaining AP Aging reports that directly inform weekly cash disbursement decisions. The role sits within the accounting function, answering to an Assistant Controller or Finance Manager, and owns the full accounts payable transaction cycle from invoice receipt through reconciliation. Month-end accruals and general ledger account reconciliation make this a role where precision compounds over time - small errors in coding or vendor terms create downstream reporting problems that take hours to untangle.

As the AP Associate, you ensure that vendor invoices are verified, coded, and paid accurately and on schedule, keeping the company's payables ledger clean and its vendor relationships intact. You work within the accounting team, coordinating daily with procurement contacts, external vendors, and management to resolve exceptions and support month-end close.

Career Impact: Hands-on ownership of AP Aging, accrual creation, and account reconciliation builds the financial operations depth that controllers and finance managers look for when promoting from within.

Business Impact: Vendors paid accurately and on time, with exceptions resolved before they age, protects the company's credit terms and keeps the supply chain moving without interruption.

Growth Opportunity: The AP Associate seat is a direct pipeline into senior AP Specialist and Staff Accountant roles, particularly for candidates who develop ERP proficiency and exposure to full-cycle close processes.

• Verify and process vendor invoices against approved purchase orders using 3-way match to ensure payment accuracy.
• Post and apply cash receipts, including check and ACH payments, to the appropriate general ledger accounts.
• Prepare monthly account reconciliations and create month-end accruals for all outstanding unpaid invoices.
• Review AP Aging weekly with the Assistant Controller to identify overdue items and prepare the check run.
• Reconcile bank deposits and credit card statements, obtaining management approvals and supporting documentation.
• Resolve vendor inquiries and workflow exceptions according to established procedures, escalating when needed.
• Maintain accurate and complete invoice files and process documentation in compliance with accounting standards.

• High school diploma or equivalent; Associate's or Bachelor's degree in accounting, finance, or a business-related field preferred, or equivalent work experience.
• 2 or more years of accounts payable processing experience, with demonstrated knowledge of invoice verification and vendor payment workflows.
• Experience working with large ERP or financial management systems for invoice entry and account reconciliation.
• Proficiency in spreadsheet and document applications, including data entry, formula use, and file management.
• Solid understanding of sales and use tax as it applies to vendor invoices and purchase transactions.
• Strong written and verbal communication skills in English, with the ability to correspond clearly with vendors and internal stakeholders.
• High attention to detail with a results-oriented mindset and the ability to meet recurring deadlines in a high-volume environment.

• Prior exposure to 3-way purchase order matching in a manufacturing, distribution, or multi-entity corporate environment.
• Familiarity with petty cash management and the preparation of weekly check run packages for controller review.
• Experience supporting month-end close processes, including accrual journal entry preparation and GL reconciliation sign-off.

• Invoice processing volume, measured as daily count against a 100+ invoice throughput benchmark.
• AP Aging current rate, tracking the percentage of invoices paid within agreed vendor terms each week.
• Month-end accrual accuracy, measured by the number of adjusting entries required post-close.
• Bank deposit reconciliation variance, tracking dollars unreconciled at the end of each monthly cycle.
• Vendor inquiry resolution time, measured in business days from assignment to confirmed closure.
• Typical tools: ERP platforms (commonly SAP or Microsoft Dynamics); spreadsheet software (commonly Microsoft Excel).

• Base Salary Range: $42,000 to $55,000 per year, depending on experience and location
• Bonus: Discretionary annual bonus, typically 3 to 5 percent of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: 401(k) with employer match; hybrid scheduling available at some employers

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

Employment is contingent on successful completion of a background check and verification of work authorization in the United States. All candidates are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law. Reasonable accommodations for qualified individuals with disabilities are available upon request throughout the hiring process.

The AP Associate delivers accurate, timely payment of creditors by processing invoices extracted from incoming email inboxes and performing month-end accruals and account reconciliations. Working alongside AP teammates and serving internal and external stakeholders, this role ensures compliant financial transactions that maintain the integrity of the company's accounts payable operations.

Key Responsibilities

• Operate efficiently and to agreed timescale, ensure that the creditors are paid accurately and on time.
• Process and distribute invoices extracted from incoming email inboxes in a timely manner.
• Ensure accurate coding and maintain clearly documented processes for quality financial transactions.
• Create month-end accruals for unpaid invoices and perform account reconciliations.
• Maintain open communication and positive relationships with AP teammates and internal and external customers.
• Review and suggest improvements to AP processes and procedures, and conform to all new changes compliantly.
• Provide excellent customer service and manage relationships with internal and external stakeholders.

Required Qualifications

• HS Diploma or equivalent.
• 3-5 years of AP processing experience.
• Relevant accounts payable knowledge.
• Experience working with ERP and financial systems, specifically SAP.
• Proficiency in Microsoft Excel and Word.
• Strong written and verbal communication skills in English.

Embedded within the accounting function, the AP Associate supports invoice verification, check request processing, and month-end closing activities. Working closely with internal stakeholders and operating within established company policy and accepted accounting practices, this role contributes to accurate financial recordkeeping and timely reporting.

Core Functions

• Review and verify invoices and check requests.
• Process check requests.
• Assist in the month-end closing.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Perform other duties and ad hoc reporting as assigned.

Qualifications & Experience

• Associate's degree or equivalent, or relevant experience.
• 2+ years of accounts payable experience.
• Strong analytical, reconciliation, and general scanning/indexing experience.
• Thorough knowledge of MS Office Suite (Word, Excel, PowerPoint, Access).
• Knowledge of MS Dynamics is a plus.
• Critical thinking, strong organizational skills, and high attention to detail with a results-oriented and deadline-driven mindset.
• Strong interpersonal and communication skills.
• Ability to work independently and collaboratively, take initiative, and manage time effectively in a fast-paced environment.

Reporting to the Assistant Controller, the AP Associate owns high-volume cash receipt posting and bank deposit reconciliation, including check and ACH payments processed through Microsoft Great Plains. Partnering with management to review AP Aging and prepare weekly check runs, this role sustains accurate vendor payment status and general ledger integrity across the organization.

Primary Duties

• Post and apply high-volume cash receipts, including check and ACH payments.
• Prepare, reconcile, scan, and post bank deposits using a bank scanner.
• Perform monthly account reconciliation of the Miscellaneous Receivable General Ledger account.
• Pay bills via credit card, check, or ACH, and maintain and reconcile petty cash.
• Reconcile monthly credit card statements and obtain receipts and approvals from management.
• Maintain current payment status per vendor terms and review AP Aging weekly with the Assistant Controller to prepare the weekly check run.
• Perform various administrative functions, including electronic attachments in the Great Plains system.

Skills & Qualifications

• Minimum 2-year college degree in a business-related field.
• Large ERP experience required.
• Experience with Microsoft Great Plains a plus.
• Proficiency in MS Excel, Word, and Outlook.
• Excellent verbal and written communication skills.
• Keen attention to detail, strong organizational skills, and the ability to work independently.

Sitting at the intersection of vendor relations and financial operations, the AP Associate shapes accurate and timely invoice entry across all of Par's scope of operations while resolving workflow exceptions and vendor inquiries. Operating across procurement, customer, and management contacts, this role supports a clean, compliant payables environment within the Oil and Gas/Energy industry.

Duties

• Provide accounts payable support across all of Par's scope of operations.
• Ensure accurate and timely entry of invoices following process procedures.
• Review and resolve workflow exceptions.
• Communicate clearly with vendors, procurement contacts, and the broader customer base.
• Resolve vendor inquiries according to procedures, escalating when necessary.
• Maintain a clean work environment and complete special projects as assigned.

Requirements

• High School Diploma or equivalent; Associate's or Bachelor's degree in a related field preferred.
• Minimum 1 year of accounts payable experience.
• Oil & Gas/Energy industry experience preferred.
• Proficiency in MS Excel, Outlook, and Word.
• SAP experience required.
• Strong verbal and written communication skills.
• Ability to collaborate and build positive rapport across all levels of staff and management.

A key member of the accounts payable team, the AP Associate leads high-volume invoice processing of 100+ invoices per day using 3-way match against approved purchase orders. Collaborating across supply chain specialists, suppliers, and buyers via telephone and written communications, this role enables timely issue resolution and accurate vendor payment within a deadline-driven environment.

Functions

• Match supplier invoices with approved purchase orders using 3-way match.
• Identify problems and interface with supply chain specialists to resolve issues on time.
• Communicate with suppliers and buyers via telephone and written communications.
• Process 100+ invoices per day and interact effectively with other team members.

Experience & Qualifications

• High School Diploma.
• 3+ years of accounts payable experience.
• Experience with QAD preferred but not required.
• Solid understanding of sales and use tax.
• Excellent verbal and written communication skills.
• Detail-oriented with strong organizational and problem-solving skills.
• Ability to work in a team environment under deadline pressure.