Accounts Payable Associate

The Hotchkiss School - Salisbury, CT

Full-time - Entry Level

Salisbury, CT

Educational Services

About the position

The Accounts Payable Associate at The Hotchkiss School plays a vital role in ensuring the smooth financial operations of the Business Office. This position is responsible for preparing and processing invoices, reimbursements, and other payables, while providing exceptional customer support to the School's community. The ideal candidate is detail-oriented, dependable, and capable of managing high volumes of work in a collaborative environment.

Responsibilities

• Process purchase orders, invoices, reimbursements, travel expenses, and other payment requests with accuracy and timeliness.
• Verify the accuracy of invoices/credits and ensure proper account allocation and approvals.
• Monitor invoice due dates, prioritize payments, and prepare check batches weekly or as required using in-house systems or third-party processors.
• Maintain and update vendor and employee records in the accounting system.
• Reconcile vendor statements and correspondence, troubleshoot discrepancies, and apply credits appropriately.
• Perform basic month-end close tasks, ensuring accounts payable records reconcile with the general ledger and all supporting documentation is accurate and complete.
• Collect W-9 forms and provide sales tax exemption certificates to vendors.
• Respond promptly to inquiries from employees and vendors to ensure timely payments.
• Maintain organized, accurate, and accessible electronic filing systems for the Business Office.
• Produce, review, and file IRS 1099 forms annually.
• Assist with educating employees on the Business Office procedures and documentation.
• Support the annual audit process, including fiscal year close and preparation of required reports.
• Proactively identify and address potential accounting issues and needs within the Business Office.
• Perform additional duties as needed and assigned.

Requirements

• Associate Degree in Business Administration, Accounting, or related field with 1+ years of accounts payable experience, or a High School diploma with 3+ years of accounts payable experience.
• Strong organizational and multitasking skills with a proven ability to meet deadlines.
• Mathematically inclined with attention to detail and accuracy in data entry and financial processing.
• Proficiency in Microsoft Excel and experience with accounting software; familiarity with Great Plains is a plus.
• Ability to prepare reports from statistical and/or other detailed information sources.
• Professional demeanor with a commitment to confidentiality and accuracy.
• Proven experience in maintaining vendor relationships and addressing inquiries professionally.
• Exceptional time management skills with the ability to prioritize tasks in a fast-paced environment.
• Ability to work independently with minimal supervision, while contributing effectively to team goals.
• Experience with electronic payment platforms and third-party processors is a plus.
• Ability to adapt to shifting priorities and collaborate across multiple departments to meet organizational needs.
• Knowledge of standard office practices, procedures, and equipment.
• Excellent interpersonal and communication skills, fostering collaboration with faculty, staff, and vendors.

Nice-to-haves

• Familiarity with Great Plains accounting software.
• Experience with electronic payment platforms and third-party processors.