Accounts Payable​/Receptionist

The Accounts Payable Specialist/Receptionist is a professional position which combines front-office greeting, call handling, and mail distribution with back-office financial tasks including invoice processing, vendor maintenance, and vendor reconciliations. They ensure accurate data entry, resolve billing discrepancies, maintain vendor files, and provide administrative support, requiring strong organizational, communication, and basic accounting skills.

Receptionist & Administrative Duties:

Manage the front desk, creating a welcoming first impression greeting visitors and answering and directing calls.

Handling mail, maintaining common areas, and coordinating meetings to ensure smooth daily office operations.

Respond to emails and general inquiries.

Monitor and maintain office supply inventory, coordinate with vendors for various facility issues.

Accounts Payable Specialist Duties:

Review all invoices for accuracy and appropriate documentation, obtain approval prior to processing, and post invoices in account software.

Sort, file, and match inventory receivers to purchase orders and invoices. Scan and file digitally.

Reconcile vendor statements, research and correct discrepancies.

Prioritize invoices according to cash discount potential and payment term.

Process all invoices in Sage ERP system and file processed invoices on company server.

Respond to all vendor inquiries.

Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.

Maintain complete and accurate vendor files, including 1099 filing and insurance certification information.

Audit and process all credit card statements.

Save backup copy of all credit card receipts submitted through appropriate accounting software.

Assist with other projects as needed

Position

Required Qualifications (Knowledge, Skills, and Abilities)
High School Diploma requires, college courses in accounting preferred

Strong work ethic

Ability to learn and multi-task, well organized, self-starter

Responsible and trustworthy

Strong organizational and time management skills

Proficient in Excel and Word Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills

Knowledge of applicable accounts payable / general ledger systems and procedures, financial chart of accounts and procedures

Ability to communicate effectively verbally and in writing

Ability to interact with employees, clients, and vendors in a professional manner

Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness

Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately

Position

Preferred Qualifications (Knowledge, Skills, and Abilities)
Bi-lingual (Spanish)
Sage 100 ERP experience a plus.

Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions.

While performing the duties of this job, the employee is regularly required to talk or hear; clear verbal communication and hearing acuity for phone and in-person interaction. The employee is required to sit for an extensive portion of their duties. The position will require frequent use of hands, fingers, and wrists to type, handle documents, and operate phone systems. The position includes occasional standing, walking, bending, stooping, reaching, and moving between areas.

The employee will occasionally need to lift and/or move office supplies, files, or packages, generally ranging from 10 to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and focus adjustment for screen work. The employee will work primarily in an indoor, professional office setting. The employee must be able to handle a high-paced, sometimes noisy or stressful environment with frequent interruptions.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities…