Accounts Payable Intern

Position Summary

The Accounts Payable Intern provides temporary support to the Accounting Department while gaining hands-on experience with accounts payable processes, vendor communication, invoice handling, mail distribution, and general administrative support. This position is intended to build foundational accounting knowledge while assisting with daily department needs.

Key Responsibilities

Accounts Payable Support

• Enter invoices accurately and post them to the appropriate accounting period, general ledger account, and department as directed.
• Review vendor statements to identify missing invoices, request copies, and follow up on discrepancies.
• Maintain organized paid and unpaid invoice files, including electronic filing of shop invoices and other accounting records.
• Obtain and verify required vendor information, such as W-9 forms, remittance details, and contact information.
• Help organize electronic invoice files and maintain consistent naming conventions.
• Provide payment status updates as requested and respond to vendor inquiries in a timely, professional manner.
• Assist with invoice research, duplicate invoice checks, and basic reconciliation tasks under department guidance.
• Assist with month-end preparation tasks, including gathering support and organizing open items.
• Create uploads as requested.

Administrative and Department Support

• Process incoming and outgoing post office mail, including large mailings, and distribute items to the appropriate departments or individuals.
• Handle incoming and outgoing UPS and FedEx packages and ensure timely distribution.
• Provide courteous assistance to employees, vendors, and other departments by answering questions, gathering information, or routing requests appropriately.
• Support individuals with mailing personal items in accordance with company procedures.
• Assist with special projects and temporary assignments within the Accounting Department.
• Research simple invoice questions and escalate complex issues to the appropriate team member.
• Provide support to other departments as needed.
• Perform other duties as assigned.

Working Relationships

This role has daily interaction with employees across departments and terminals, as well as vendors, couriers, and other external contacts. Communication may occur by phone, email, mail, or in person.

Required Skills and Abilities

• Strong attention to detail, accuracy, and consistency.
• Ability to meet deadlines, manage multiple priorities, and follow established procedures.
• Basic accounting knowledge or interest in learning accounts payable processes.
• Strong organization, problem-solving, and follow-up skills.
• Professional communication skills, including tact, discretion, and accountability.
• Computer literacy, including Microsoft Excel, Word, email, and internet research.
• Ability to work independently while asking questions when clarification is needed.

Physical Requirements

Must be able to lift up to 70 pounds and perform physical activities such as standing, stooping, bending, listening, hearing, speaking, and verbal communication as needed for the role.

Education and Training

High school diploma or equivalent preferred. Enrollment in or recent completion of accounting, finance, business, or related coursework is helpful but not required. Training will be provided for department procedures and accounts payable