Accounts Payable Specialist

The Accounts Payable Specialist is responsible for processing accounts payable in Banktel accurately and ensuring approved invoices are paid on time. This position supports the bank's financial operations through timely invoice processing, vendor management, reconciliation activities, and adherence to internal controls. The role helps maintain accurate financial records, supports audits and examinations, protects confidential information, and contributes to the overall efficiency and integrity of the bank's accounting processes.

• Receive, review, and enter invoices into Banktel promptly; verify vendor information, invoice numbers, amounts, due dates, and supporting documentation.
• Process accounts payable transactions accurately and within established deadlines.
• Confirm appropriate general ledger and department coding; resolve coding questions and obtain required approvals before payment processing.
• Review all accounts payable general ledger coding for accuracy, completeness, and reasonableness.
• Schedule and process approved payments through authorized payment methods to ensure bills are paid by their due dates and available discounts are utilized when appropriate.
• Generate accounts payable checks, refunds, and related disbursements.
• Monitor unpaid invoices and approval queues; follow up with approvers and escalate missing documentation or overdue approvals to avoid payment delays.

• Maintain vendor records, including W-9 documentation; verify new vendors and payment-detail changes in accordance with bank procedures.
• Respond professionally to vendor and internal department inquiries regarding invoices, payment status, coding questions, and discrepancies.
• Work effectively with branch locations, departments, and vendors to resolve accounts payable issues and outstanding items.
• Build and maintain positive working relationships with vendors while ensuring adherence to bank policies and procedures.

• Reconcile vendor statements with invoice and payment records; follow up on missing invoices, unapplied credits, and outstanding balances.
• Reconcile accounts payable activity to applicable general ledger accounts and research outstanding reconciling items.
• Assist with month-end close activities, including identifying unpaid invoices requiring accruals.
• Generate general ledger reports, transaction histories, and other accounting reports for departments and management.
• Prepare supporting schedules, reports, and documentation for management, internal auditors, external auditors, and bank examiners.
• Assist with year-end vendor reporting and provide information necessary for Form 1099 preparation.

• Review invoices and payments for duplicate billing, prior payments, credits, unusual charges, or discrepancies; investigate and resolve issues prior to payment.
• Ensure adherence to internal controls, segregation of duties, approval authorities, and payment processing procedures.
• Promptly report suspected fraud, control exceptions, unusual payment requests, or other concerns.
• Protect confidential financial, vendor, employee, payroll, and customer information at all times.
• Maintain compliance with bank policies, procedures, regulatory requirements, and record retention standards.

• Maintain organized electronic and physical invoice, approval, and payment records in accordance with bank retention requirements.
• Maintain and update accounts payable procedures and recommend practical improvements to efficiency, accuracy, and payment timeliness.
• Support initiatives that enhance operational effectiveness and strengthen internal controls.