The Accounts Payable Specialist will be responsible for full cycle accounts payable by receiving, processing, verifying, and reconciling invoices. AP Specialist has ownership of the accounts payable and expense reimbursements for assigned vendors and suppliers.
1. A/P invoice process
a. Distribute invoices and obtain necessary approvals.
b. Code invoices accurately utilizing appropriate general ledger accounts and cost centers.
c. High volume invoice data input with expected accuracy into SAP.
d. Timely audit of invoices and payment batches for appropriate coding, backup, approval, and data entry with accuracy.
e. Responsible for resolving invoice discrepancies and communicating to the responsible parties to rectify them.
f. Reviewing expense reports for adherence to company policy.
g. Responsibility to take advantage of cash discounts offered by vendors and to process discount invoices on time.
h. Responsibility to obtain legal contracts if needed while reviewing processed invoices.
i. Pays vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos.
j. Excel knowledge
2. Review Goods Received/Invoice Received report, research and resolve open items in a timely manner. This report must not have open items older than 30 days.
3. Preparation, and analysis of periodic reports.
4. Prepare period-end account reconciliations.
5. Perform month-end closing procedure.
6. Assist with annual and quarter-end audit.
7. Drive process improvement toward accurate and timely coding and payment of all invoices.
8. Maintain accurate vendor files and nurture vendor relationships.
9. Assist in preparation of daily cash analysis for the company.
10. Maintain a flexible attitude in order to assume a variety of accounting projects as the need arises.
Must have critical thinking ability and strong analytical skills to solve poorly defined problems. Effectively prioritize and execute in a high-pressure environment.
Communication and Interface:
This position requires highly developed interpersonal, professional written and verbal communication skills. Effectively communicates relevant information to AP Manager and vendors. Resolves and/or escalates issues in a timely fashion and understands how to communicate difficult/sensitive information tactfully. Ability to effectively present information and respond to questions from vendors and management of the organization.
Ability to use Excel to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. High School Diploma is required. Bachelors in Finance a plus. A minimum of 4 to 5 years relevant work experience in an accounts payable department. For a manufacturer a plus. Proven track record of researching discrepancies of invoices in a timely manner is required. Strong organizational skills and detailed oriented. Familiar with best practices and procedures. Prior experience with SAP a plus. Capabilities with Microsoft Office, including Excel, and Word. Excellent oral and written communication skills.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear and use hands to operate a computer keyboard and telephone. The employee frequently is required to sit. The employee is occasionally required to stand, walk, and stoop, or kneel. The employee might regularly lift and/or move files up to 25 pounds.
Typically, an employee performs 80% of essential responsibilities to qualify for classification in this position. Variations may occur at the Company's discretion. The Company will attempt to provide reasonable accommodations to an individual with disabilities.