Accounts Payable/Vendor Maintenance Associate



Under moderate supervision and following standard guidelines, maintains customer and vendor master data and responds to account related inquiries by internal and external customers and various other tasks. Actively participates in identifying on-going issues for resolution or process improvement. Takes ownership of responsibilities and is accountable for individual results.


 Main Responsibilities:


  • Maintains vendor/customer data base, obtaining necessary paperwork from vendors including W-9 and W8-BEN forms, and ACH/IACH/electronic wire transfer authorization forms
  • Educates internal and external customers on processes and policies
  • Ensures OFAC (Office of Foreign Assets Control) compliance
  • Prints paper checks daily and maintain log tracking check stock
  • Reports daily electronic payment control totals to the bank
  • Monitors bank reports to review, research, and resolve electronic payment rejections and notifications of change
  • Monitors positive pay exceptions and obtains decisions on pending items for action
  • Places stop payments, obtain confirmations, and void checks in system
  • Researches and routes Levy’s and Orders to Withhold to the proper department
  • Monitors IRS TIN Matching reports and obtain proper paperwork from vendors
  • Responds to 1099 and 1042 inquiries, print copies of forms, and maintain spreadsheet tracking inquiries
  • Utilizes all tools and reports available to facilitate problem resolution
  • Professionally responds to inquiries from internal and external customers/vendors
  • Actively identifies on-going issues and recommends solutions to correct or improve our processes
  • Makes logical and sound decisions, and keeps management apprised of potential problems/concerns
  • Perform other tasks and projects as needed
  • Manages priorities to meet deadlines within established guidelines
  • Demonstrates self-reliance and resourcefulness
  • High school diploma or equivalent
    Professional experience / competencies / traits:
  • 1-2 years A/P or related experience preferred
  • Possess strong computer, math and analytical skills
  • Able to set priorities and manage the daily workflow
  • Accurate, organized and detail oriented with exceptional follow up skills
  • Ability to identify and resolve problems
  • Exceptional oral and written communication skills
  • Ability to work effectively in fast-paced environment with heavy work volume and with others in a team environment to meet individual and departmental goals
  • Strong Customer Service skills required
  • Proficiency in PC skills, Microsoft Word, Excel
  • Knowledge of 1099 and 1042 reporting requirements


Penguin Random House is the leading adult and children’s publishing house in North America, the United Kingdom and many other regions around the world.  In publishing the best books in every genre and subject for all ages, we are committed to quality, excellence in execution, and innovation throughout the entire publishing process: editorial, design, marketing, publicity, sales, production, and distribution.  Our vibrant and diverse international community of nearly 250 publishing brands and imprints include Ballantine Bantam Dell, Berkley, Clarkson Potter, Crown, DK, Doubleday, Dutton, Grosset & Dunlap, Little Golden Books, Knopf, Modern Library, Pantheon, Penguin Books, Penguin Press, Penguin Random House Audio, Penguin Young Readers, Portfolio, Puffin, Putnam, Random House, Random House Children’s Books, Riverhead, Ten Speed Press, Viking, and Vintage, among others.  More information can be found at


Penguin Random House values the array of talents and perspectives that a diverse workforce brings. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status.



Company: Penguin Random House LLC 

Country: United States of America 

State/Region: Maryland 

City: Westminster 

Postal Code: 21157 

Job ID: 118948

118948Penguin Random House LLC 

Date:  Apr 4, 2021

Westminster, MD, US, 21157

Nearest Major Market: Baltimore

Job Segment: Accounts Payable, Maintenance, Bank, Banking, Finance, Manufacturing, Research