AP SPECIALIST

Accounts Payable Specialist

The Accounts Payable Clerk will be responsible for monitoring the outflow of capital for the company.

Supervisory Responsibilities:

None

Essential Functions:

• Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
• Pays vendors by monitoring discount opportunities, verifying federal , scheduling, and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Ensures credit is received for outstanding memos.
• Issues stop-payments or purchase order amendments.
• Pays employees by receiving and verifying expense reports and requests for advances, preparing checks.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Maintains historical records by filing documents.
• Disburses petty cash by recording entry and verifying documentation.
• Reports sales taxes by calculating requirements on paid invoices.
• Protects organization's value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Creates reports regarding cash flow; ensures correct payments are made in a timely manner.
• Analyzes expense reports and other invoices for accuracy and eligibility for payment.
• Verifies payments before CEO signature is added by reviewing checks and vouchers.
• Reconciles accounts payable total and general ledger with other applicable records (e.g., subsidiary vendors' ledger)
• Ensures proper maintenance, filing, and storage of records in case of audits.
• Daily tasks include:
• Emails-forward to employees, responds to emails.
• Input invoices in PFW
• Research credit holds (pull invoice out of email, forward to employee to see if we received it and if it has been processed.
• Answer phone calls
• Track invoices on spreadsheet
• Input credit cards
• Clear checks
• Spreadsheet to track invoices.
• Monthly tasks include:
• Review statements and forward missing invoices
• Spreadsheet for cell, wex, guardian, etc.
• Reclasses
• 10th, 20th, & 30th Day tasks include:
• Create batch checks.
• Print checks pull back up.
• Mail checks out.
• As needed basis tasks include:
• AR vouchers
• File
• Clean up problems.
• Create new vendors.
• Yearly tasks include:
• 1099's
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates payment of vendors, which may include verification of federal , reviewing purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Records entry of, verifies documentation for, and distributes petty cash.
• Other related duties as assigned.

Qualifications:

• Must be reliable and extremely trustworthy.
• Must be proficient in Microsoft Office Suite or related programs.
• Must be able to learn other accounting software systems.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills
• Proficient in accounting software
• Thorough understanding of the accounts payable functions.
• Ability to maintain confidential and meticulous records.

Education and Experience:

• High school diploma required;
  Business or Accounting degree preferred.
• Certified Accounts Payable Professional (CAPP) certification preferred.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to relocate up to 15 pounds at a time.

Additional Information:

All your information will be kept confidential according to EEO guidelines.