Accounts Payable Clerk

Aston Carter; City of Albany (NY); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Time Off/Leave (PTO, Vacation or Sick)

Job summary

Aston Carter invites an Accounts Payable Specialist to join our on-site team in Menands, NY. You will process vendor invoices, reimbursements, refunds, and credits in our ERP system, ensuring accuracy and timely payments in line with policy and internal controls.

You will collaborate with finance and supply chain colleagues, support month-end activities, and help maintain organized supplier records while delivering professional service to internal departments and external suppliers.

Qualifications

• Minimum of 2 years of accounts payable experience.
• Experience with vendor invoices, reimbursements, refunds, and credits.
• Proficiency with accounting software and ERP systems.
• Strong vendor communication with suppliers and internal stakeholders.
• Proficiency with Microsoft Excel.

Responsibilities

• Process payments for invoices, reimbursements, refunds, credits in ERP on time and accurately.
• Monitor invoices with terms, rebates, or discounts and escalate issues.
• Prepare and distribute mailed payments promptly.
• Ensure compliance with applicable policies and regulations.

Skills

Accounts payable experience

ERP software

Microsoft Excel

Vendor communication

Data entry

Attention to detail

Team collaboration

Microsoft Office

Education

Associates degree

Tools

ERP systems

Accounting software

Job description

Job Title: Accounts Payable Specialist

Job Description

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 17, 2026.

Workplace Type

This is a fully onsite position in Menands,NY.

About Aston Carter

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.

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.