AP Specialist

SUMMARY: The primary purpose of this position is to perform crucial job duties that ensure vendors get paid for services and products rendered. The Accounts Payable Specialist provides both administrative and financial support by processing, verifying and reconciling Invoices. The incumbent monitors accounts payable (AP) to confirm all recurring bills are received a entered in the correct period and company. Advantix maintains approximately 45 separate payable entities and each invoice must be charged to the correct entity and general ledger (GL) accounts.

The incumbent monitors workflow and period cut off procedures. Reconciliation of irregularities is required.

All activities must support Advantix’s strategic goals and objectives and produce results that accomplish the goals of the overall organization.

ESSENTIAL JOB FUNCTIONS Primary areas of responsibility and tasks that may typically be expected include but are not limited to:

Accounts Payable Manages accounts payable using accounting software and other programs.

Reconciles vendor statements to in house recorded.

Handles accounts payable for separate entities and vendors.

Tracks and reconciles intercompany transactions.

Analyzes workflow processes.

Establishes and maintains relationships with new and existing vendors.

Ensures bills are paid in a timely and accurate manner while adhering to departmental procedures.

Processes due invoices for payments.

Processes transactions and performing accounting duties such as account maintenance, recording entries and reconciling vendor accounts.

Sorts payables into batches and complete data entry daily.

Provides printed checks to appropriate directors for signatures.

Mails authorized checks or distributes checks with necessary attachments.

Files copies of authorized checks with appropriate invoices.

Maintains responsibility for assisting in Tenant accounting and bank reconciliations as needed.

Maintains responsibility for additional check processing requirements as needed.

Maintains filing up to date for review purposes.

Annual 1099 Reporting Reconciles reporting files with historical records.

Identifies and corrects 1099 vendor information.

Prepares electronic 1099 reporting file for submission to the Internal Revenue Service (IRS).Submits 1099 and 1096 forms in a timely manner.

Maintains and updates W-9 and insurance documentation.

Manages State and Federal Grants including grant job costing, budgeting and analysis

Performs other related duties as assigned and/or required.

BEHAVIORAL COMPETENCIES Problem Solving:
Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with sensitive topics and/or irate customers.

Job Knowledge:
Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity. Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service:
Understands that all employees have external and/or internal customers that they provide services and information to; honors all the organization’s commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal

Skills:

Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others.

Teamwork:
Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals;…