Accounts Payable & Invoicing Clerk
1 day ago
Colonie
Job Description Accounts Payable & Invoicing Clerk We're looking for a detail-oriented Accounts Payable & Invoicing Clerk to join our finance team and help keep our operations running smoothly, with some light front-desk responsibilities as part of the role. Position Summary The Accounts Payable & Invoicing Clerk is responsible for processing vendor invoices, generating customer invoices, and maintaining accurate financial records related to payables and billing. This role also serves as a friendly first point of contact for visitors and callers, providing light reception support as needed. Key Responsibilities Accounts Payable • Review, code, and process vendor invoices for raw materials, packaging, ingredients, and operational expenses, • Match invoices to purchase orders and receiving documents (3-way match), • Verify pricing, quantities, and terms against contracts/agreements, • Prepare and process bi-weekly check runs, • Reconcile vendor statements and resolve discrepancies or billing disputes, • Maintain organized, audit-ready AP files (digital and/or paper), • Respond to vendor inquiries regarding payment status, • Assist with month-end accruals and AP aging reports Invoicing / Accounts Receivable Support • Generate and issue accurate customer invoices based on shipping/delivery records, • Ensure invoices reflect correct pricing, quantities, lot numbers, and terms, • Track and follow up on outstanding invoices as needed, • Coordinate with sales, warehouse, and logistics teams to resolve invoicing discrepancies, • Support credit memo processing and returns documentation General Accounting Support • Assist with data entry into accounting/ERP system (Sage Intacct), • Support internal and external audits by pulling documentation as requested, • Maintain accurate filing of contracts, invoices, and related correspondence, • Assist with other administrative accounting tasks as assigned Light Reception Duties • Greet visitors, vendors, and delivery drivers in a professional and welcoming manner, • Answer and direct incoming phone calls, • Manage incoming/outgoing mail and packages, • Maintain a tidy and organized front office/reception area, • Schedule conference room bookings and assist with basic office supply orderingQualifications Required • High school diploma or equivalent; Associate's degree in Accounting, Business, or related field preferred, • 1–3 years of accounts payable, bookkeeping, or invoicing experience (food manufacturing or industrial environment a plus), • Proficiency in Microsoft Excel and accounting/ERP software, • Strong attention to detail and accuracy in data entry, • Excellent organizational and time-management skills, • Professional, courteous phone and in-person communication skills Preferred • Experience with food industry compliance requirements (lot tracking, FIFO, traceability documentation), • Familiarity with purchase order and inventory management systems, • Basic understanding of GAAP and general bookkeeping principlesSkills & Attributes, • Highly organized with strong multitasking ability, • Comfortable balancing back-office accounting work with front-desk responsibilities, • Trustworthy with confidential financial and vendor information, • Team player who works well across departments (purchasing, sales, warehouse), • Calm, friendly demeanor under time pressure (e.g., during invoice deadlines or busy front-desk periods)Work Environment This role is based primarily in an office setting within a food manufacturing facility. Occasional exposure to production floor environments may occur (proper PPE provided). Standard business hours, Monday–Friday, [7:30 AM–4:00 PM]. Compensation: $60,000 Benefits: • Health, • Simple IRA with 3% match, • PTO, etc. If you are looking for an opportunity where your work truly makes a difference and you can grow alongside a successful and expanding organization, we encourage you to apply today!