Accounts Payable Specialist

Job Description

Summary:

The A/P Specialist will report directly to the A/P & A/R Supervisor and will be responsible for managing accounts payable. This role includes processing invoices, ensuring timely vendor payments, and performing ad-hoc accounting duties. The Specialist will also act as a backup for related tasks and support the overall financial operations of the company.

• Process invoices into the SYSPRO AP system via three-way match.
• Allocate voucher invoices into proper GL accounts.
• Run checks for payments of invoices, travel expenses, and other miscellaneous requests.
• Reconcile GRN (Goods Received Notes) reports to the vendor’s statement.
• Resolve issues with vendors regarding outstanding invoices or terms.
• Contact banks for stop payments as needed.
• Upload weekly check runs to the bank for positive pay.
• Post cash and wire receipts in lock box to accounts receivable sub-ledger.
• Maintain records of invoices, debit, and credit memoranda.
• Resolve valid or authorized deductions by entering adjusting entries.
• Resolve invalid or unauthorized deductions by following pending deduction procedures.
• Verify validity of account discrepancies by obtaining and investigating information from the sales department and customers.
• Maintain relationships with customers and handle continuous collections via phone and email.
• Email/mail customer invoices and credit memoranda.
• Match invoices with pick lists and scan them into archived routers.
• Email statements to customers on a weekly basis.
• Reconcile Accounts Receivable before month-end close.
• Provide support in accounts payable as needed, including matching invoices with checks and inputting vendor invoices.
• Perform other related duties as assigned or requested (e.g., cash application, sending customer invoices, processing 1099s, etc.).

• High School Diploma or equivalent.
• 3 years of education and/or experience working in accounts payable and/or accounts receivable roles.

• Language: Good communication skills to interact with internal staff, suppliers, shipping agents, courier companies, and sometimes government officials; ability to read and interpret instructions and legal knowledge pertaining to the job.
• Mathematical: In-depth knowledge of accounting, with the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Reasoning Ability: Ability to apply common understanding to carry out instructions provided in written, oral, or diagram form.
• Computers: Proficiency with computers and knowledge of SYSPRO and Microsoft Office, including Excel; data processing skills are valued.
• Organizational: Ability to prioritize with a sense of urgency and business acumen.
• Attention to Detail: Ability to concentrate on details and accuracy in the execution of tasks.
• Technical: Proficiency in ten-key adding machines and familiarity with a manufacturing environment is a plus.