AP Data Entry

CFS; Town of Mount Pleasant (NY); On-site; USD 43,000 - 53,000; Full time

Job summary

CFS in Valhalla, NY is seeking an Accounts Payable Data Entry specialist to own the full vendor AP relationship, processing invoices, scheduling payments, and reconciling statements.

You will work cross-functionally with Supply Chain and Receiving, ensure accuracy, enforce controls, and maintain organized digital records while preventing fraud.

Qualifications

• 2+ years of full-cycle Accounts Payable experience.
• Associate degree in Finance, Accounting, or related field preferred.
• Familiarity with ERP and imaging systems; strong proficiency in Microsoft Office.
• Solid understanding of AP controls, vendor compliance, and fraud prevention best practices.
• Strong attention to detail, organizational skills, and ability to manage a high volume of transactions.
• Excellent communication skills and a collaborative, team-oriented approach.

Responsibilities

• Review invoices for documentation, contract compliance, and required approvals before processing payment.
• Process check requests and PO-based invoices (both manually and through an imaging/ERP system).
• Conduct thorough vendor research (government databases, W-9 collection, etc.) prior to vendor creation or any account changes.
• Serve as a first line of defense against payment fraud; proactively identify and escape potential risks.
• Collaborate with Supply Chain Buyers and Receiving to resolve invoice/PO discrepancies, providing guidance to ensure timely resolution.
• Analyze invoices to ensure proper coding to accounts and cost centers in accordance with company policy.
• Verify vendor federal ID numbers, schedule payments, and confirm outstanding credits or memos are applied before disbursement.
• Reconcile vendor statements monthly, ensuring account balances and transactions are accurate.
• Build and maintain strong vendor relationships; respond to all vendor inquiries in a professional and timely manner.
• Maintain organized digital records by scanning, indexing, and linking invoices and supporting documentation.
• Participate in ERP/system testing, development initiatives, and department projects as needed.

Skills

Vendor management

Fraud prevention

Accounts Payable

Full-cycle AP

Education

Associate degree in Finance, Accounting, or related field

Tools

ERP systems

Imaging systems

Microsoft Office

Job description

Accounts Payable Data Entry | Valhalla, NY | On-Site | Full-Time | $48K

About The Role

We are seeking a detail-oriented Accounts Payable Representative to own the full vendor A/P relationship for an assigned vendor portfolio. This includes invoice processing, payment scheduling, statement reconciliation, and fraud prevention. This role works cross-functionally with Supply Chain and Receiving and is well-suited for someone who takes pride in accuracy, compliance, and vendor relationships.

Key Responsibilities

• Review all incoming invoices for proper documentation, contract compliance, and required approvals before processing payment.
• Process check requests and PO-based invoices (both manually and through an imaging/ERP system.)
• Conduct thorough vendor research (government databases, W-9 collection, etc.) prior to vendor creation or any account changes.
• Serve as a first line of defense against payment fraud; proactively identify and escape potential risks.
• Collaborate with Supply Chain Buyers and Receiving to resolve invoice/PO discrepancies, providing guidance to ensure timely resolution.
• Analyze invoices to ensure proper coding to accounts and cost centers in accordance with company policy.
• Verify vendor federal ID numbers, schedule payments, and confirm outstanding credits or memos are applied before disbursement.
• Reconcile vendor statements monthly, ensuring account balances and transactions are accurate.
• Build and maintain strong vendor relationships; respond to all vendor inquiries in a professional and timely manner.
• Maintain organized digital records by scanning, indexing, and linking invoices and supporting documentation.
• Participate in ERP/system testing, development initiatives, and department projects as needed.

Qualifications

• Minimum of 2 years of full-cycle Accounts Payable experience preferred
• Associate degree in Finance, Accounting, or a related field preferred
• Familiarity with ERP and imaging systems; strong proficiency in Microsoft Office
• Solid understanding of AP controls, vendor compliance, and fraud prevention best practices
• Strong attention to detail, organizational skills, and the ability to manage a high volume of transactions
• Excellent communication skills and a collaborative, team-oriented approach

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