Accounts Payable Specialist

SUMMARY

The Accounts Payable Specialist is responsible for processing invoices and preparing check requests; matching vendor invoices to purchase order information and resolving discrepancies; initiating payments to vendors and posting to general ledger; responding to inquiries from department personnel and vendors. The Accounts Payable Specialist performs all informational and record keeping tasks appointed by the Accounting Manager and ensures timely submission of supporting documents for purchase transactions by the company with internal and external clients.

This position reports to the Accounting Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Organize, verify and process invoices, expense reports, and purchase orders (three-way match) with accuracy and adherence to company policies for multiple companies

• Resolve invoice discrepancies with vendors and company personnel regarding missing documents, changed orders or pricing, account charges and GL coding

• Prepare and process checks and corporate wire transfer authorizations, including ACH payments and banking transactions on a weekly basis according to vendor agreements; distribute signed checks and prepare vendor checks for mailing

• Update and maintain accurate vendor database and records, including banking and tax documents (e.g. W-9s) to ensure adherence to tax regulations, including 1099 reporting and verify proper information for remittance

• Manager vendor relationships and respond to inquiries regarding payments or account status in a timely manner; reconcile vendor statements; track missing invoices and payments

• Maintain accounts payable files, reports, and spreadsheets while insuring confidentiality and security of financial information

• Work effectively with others in a team-based environment to accomplish company goals and to identify and resolve problems

• Contribute to process improvements by identifying efficiencies in accounts payable workflows

• Ability to multi-task and continually prioritize tasks.

• Ability to follow verbal and written instructions with minimal supervision.

• Other duties as assigned.

• IMPORTANT:

o Any employee who does not understand any portion of the job description for this position needs to bring that fact to their manager's attention so they can provide further work performance or safety instructions, as needed.

o Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change, at any time, with or without notice.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual should be detail oriented, have good basic math skills, ability to identify and resolve problems, manage difficult customer situations and follow up.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED) or equivalent of a certificate or degree from a college. A minimum of two years of experience in accounts payable or a related area is required. This person must be familiar with standard concepts, practices, and procedures within accounting field. Relies on experience and judgment to plan and accomplish goals and should have the ability to perform a variety of tasks.

Proficiency in Excel, Word, Outlook, and accounting software is a plus.

LANGUAGE SKILLS

Must possess the ability to communicate effectively one-on-one or in group situations with customers, industry groups and co-workers; utilizing methods to include but not limited to verbal presentations or conversations plus telephone and email communications.

REASONING ABILITY

Ability to apply common sense understanding while carrying out instructions furnished in written, oral, or diagram form plus the ability to create and interpret documents correctly. Possess the ability to deal with problems involving several variables in various situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those which must…