Accounts Payable Clerk

Aston Carter; City of Albany (NY); Presencial; USD 28.000 - 32.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical coverage

Dental coverage

Vision coverage

Critical illness coverage

Accident coverage

Hospital coverage

401k plan

Pre-tax contributions

Roth contributions

Life insurance

AD&D insurance

Short-term disability

Long-term disability

HSA

Transit benefits

Employee assistance

Descripción de la vacante

Aston Carter is seeking an Accounts Payable Specialist to support financial operations across multiple campuses by accurately processing invoices, reimbursements, refunds, and credits. This role ensures timely payments in compliance with organizational policies while delivering service to internal departments and suppliers.

You will work in ERP systems, collaborate with finance and supply chain teams, and assist with month-end and year-end activities, including 1099 filings.

Formación

• Minimum 2 years of accounts payable experience.
• Experience handling vendor invoices, reimbursements, refunds, and credits.
• Proficiency with ERP systems and accounting software.
• Strong vendor communication skills with internal stakeholders and suppliers.
• Proficiency with Microsoft Excel and data entry accuracy.
• Excellent organizational skills and attention to detail.

Responsabilidades

• Process payments for invoices, reimbursements, refunds, and credits in the ERP system on time and accurately.
• Monitor invoices with special terms, rebates, or discounts and resolve issues promptly.
• Prepare and distribute mailed payments in a timely manner.
• Ensure compliance with all applicable accounts payable policies and regulations.
• Verify invoices and reimbursements have proper documentation and approvals.
• Maintain supplier files and correct supplier, location, and payment method details.
• Manage a database for unprocessable invoices and review weekly.
• Respond to inquiries from departments, colleagues, and suppliers promptly.
• Educate and support internal departments and suppliers on processing and payment status.
• Assist with month-end/year-end activities, including 1099 filings.
• Identify and pursue unclaimed funds for the organization.
• Maintain organized financial records for compliance.

Conocimientos

Accounts payable

ERP software

Excel

Vendor communication

Data entry (Excel)

Detail oriented

Associates degree

Educación

Associates degree

Herramientas

ERP software

Accounting software

Descripción del empleo

Job Title: Accounts Payable Specialist

The Accounts Payable Specialist supports the financial operations across multiple campuses by accurately processing and distributing all accounts payable transactions, including invoices, reimbursements, refunds, and credits. This role ensures timely payments in compliance with organizational policies and regulations, while delivering outstanding service to internal departments and external suppliers. The specialist works within an Enterprise Resource Planning (ERP) system and collaborates closely with finance and supply chain teams to maintain accurate records and support month-end and year-end activities.

Responsibilities

• Process payments for invoices, reimbursements, refunds, credits, and related items in the Enterprise Resource Planning (ERP) software accurately and on time, in alignment with cash allocation guidelines issued by Treasury.
• Monitor and consider invoices with sensitive payment terms, rebates, or discount opportunities, and ensure that any issues requiring additional intervention are identified and addressed promptly.
• Compile, prepare, and distribute mailed payments in a timely and accurate manner.
• Ensure strict compliance with and enforcement of all applicable policies, procedures, and regulations related to accounts payable activities.
• Verify that all invoices and expense reimbursements include appropriate and required documentation and approvals before processing.
• Maintain compliance with supplier file processes and standards so invoices and payments are issued to the correct supplier, location, and payment method.
• Maintain a database and related files for supplier invoices that cannot be processed in the ERP system, ensuring documentation is accurate, complete, and reviewed and updated at least weekly.
• Respond to inquiries and requests for assistance from departments, colleagues, and suppliers in a timely, professional, and service-oriented manner.
• Assist, educate, and support internal departments and suppliers regarding invoice and reimbursement processing, policies, and payment status.
• Support monthly and year-end activities, including assisting with the completion of 1099 filings.
• Assist with the identification and pursuit of unclaimed funds associated with the organization.
• Ensure financial records are properly maintained, organized, and accessible to support compliance with financial processes and regulations.
• Collaborate with other departments to support organizational and supply chain missions, providing outstanding customer service in a collaborative and efficient manner.
• Work closely with supply chain functions such as Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, as well as Finance and Treasury, to resolve issues and improve processes.

Essential Skills

• Minimum of 2 years of accounts payable experience.
• Experience working with accounts payable processes, including vendor invoices, reimbursements, refunds, and credits.
• Proficiency with accounting software and Enterprise Resource Planning (ERP) systems.
• Strong vendor communication skills and ability to interact professionally with suppliers and internal stakeholders.
• Proficiency with Microsoft Office, including strong skills in Microsoft Excel.
• Accurate data entry skills, particularly in Excel.
• Solid computer skills, including scanning, filing, and general administrative support tasks.
• High level of attention to detail and accuracy in all financial transactions and records.
• Ability to maintain organized files and documentation for invoices and supplier records.
• Strong written and verbal communication skills with timely response to inquiries.
• Ability to work collaboratively within a team-oriented environment.
• Associates degree.

Additional Skills & Qualifications

• Experience working within a large, multi-campus or multi-entity organization.
• Familiarity with 1099 reporting and year-end financial activities.
• Experience handling sensitive payment terms, rebates, and discount opportunities.
• Comfort working with a high volume of vendor invoices and payments.
• Ability to manage multiple tasks and deadlines while maintaining accuracy.
• Strong organizational skills for maintaining databases and supporting documentation.
• Typing proficiency and ability to work efficiently with digital records.
• Interest in long-term growth and development within a large health system.

Work Environment

This role is part of an accounts payable team of more than 15 people in a large, integrated health system environment. The standard work schedule is Monday through Friday from 8:00 a.m. to 4:30 p.m., with a 30-minute lunch break. The position involves daily use of accounting software, ERP systems, Microsoft Office (especially Excel), and common office equipment for filing, scanning, and data entry. The dress code is business casual, and the culture emphasizes collaboration, professional communication, and opportunities for long-term growth within a large and evolving organization.

Job Type & Location

This is a Contract to Hire position based out of Menands, NY.

Pay And Benefits

The pay range for this position is $20.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.

If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Nov 10, 2026.

Workplace Type

This is a fully onsite position in Menands,NY.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.