About This Role
The Accounts Payable Assistant supports the McCraw Oil Accounting Department, reporting to the Controller. This position is responsible for processing vendor invoices, issuing vendor payments, reconciling vendor accounts, and vendor account maintenance. The role ensures accurate and timely payment records, sound controls over company disbursements, and professional, responsive service that leaves every vendor with a positive experience with McCraw Oil.
Responsibilities
- Ensure accounts payable activities comply with company accounting policies and applicable laws and regulations
- Receive, review, and code vendor invoices accurately and in a timely manner
- Match invoices to purchase orders, bills of lading, and receiving documents, and obtain required approvals
- Enter approved invoices and process vendor payments by check, ACH, and wire according to the payment schedule
- Set up new vendor accounts, including collecting W-9s and verifying vendor banking information before payment
- Assist with vendor account maintenance and updates
- Monitor accounts payable aging to ensure on-time payments, capture available discounts, and avoid late fees
- Reconcile vendor statements and research and resolve discrepancies, duplicate payments, and invoice issues
- Respond to vendor and internal inquiries promptly and professionally
- Assist with month-end close, accruals, and annual 1099 reporting
- Report unsafe conditions or activities to a supervisor or Human Resources
- Handle confidential vendor and financial information with professionalism and discretion
- Build effective working relationships with vendors, co-workers, and other departments, both in person and remotely
- Support department initiatives and special projects as assigned
- Perform other duties as assigned
Requirements
- High school diploma or GED required
- Experience with an automated accounting system required
- Experience with Microsoft Excel and Word required
- Ability to perform repetitive movements, including typing and data entry, for extended periods
- Ability to sit for extended periods and work at a computer
- Working knowledge of Microsoft Excel and Word and experience with automated accounting systems
- Strong math skills and a high level of accuracy in invoice entry, account coding, and payment processing
- Ability to prioritize tasks and meet tight deadlines in a fast-paced team environment
- Ability to work independently with little supervision and to initiate and follow through on all tasks and assignments in a timely manner
- Excellent verbal and written communication skills with the ability to communicate effectively with vendors, managers, co-workers, and other departments
