AP SPECIALIST

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Full Time El Paso, TX, US

4 days ago Requisition

Position Title: Accounts Payable Specialist

Department: Accounting

Reportsto: Controller

Exempt/Nonexempt: Nonexempt

Job Summary:

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
  • Email‑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
  • Review statements and forward missing invoices.
  • Spreadsheet for cell, wex, guardian, etc.
  • Reclasses.
• 10th, 20th, & 30th Day
  • Create batch checks.
  • Print checks pull back up.
  • Mail checks out.
• As needed basis
  • AR vouchers.
  • File.
  • Clean up problems.
  • Create new vendors.
• Yearly
  • 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.