Summary/Objective
The Accounts Payable Specialist is responsible for reviewing and making payment on all invoices/charges while balancing and maintaining accounting records.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Review incoming invoices/credit card charges and accompanying documentation for accuracy and proper authorization/approval.
- Match purchase orders to invoices and identify errors or discrepancies and resolve before processing.
3. Research and resolve any outstanding balances on accounts, including telephone, mail, or email communications with vendors.
4. Answer inquiries from outside vendors regarding accounts payable and related matters.
5. Enter new or update vendor names and data, send W-9 to vendor.
6. Creation of sub-contractor invoices and management of temp labor PO’s.
7. Identify expenditures where an invoice has not been submitted for processing.
8. Balance, maintain and electronically file all invoices and other applicable supporting documentation, i.e., invoice tracking, purchase orders, requisitions, evidence of good receipt.
- Reconciliation of accounts payable and open payables after each check run.
10. Maintenance of accounting records files for accounts payable vouchers and deposits worksheets, including annual rotation and archiving of records.
11. Evaluate processes on a regular basis to determine efficiency and cost savings.
12. Provide support and perform other duties assigned as needed to Staff Accountant and CFO, including audits, special projects, etc.
13. Handling of all checks and ACH daily deposits and the maintenance of the deposit logs including publishing daily reports.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Competencies
- Performance Management.
- Technical Capacity.
- Organizational Skills.
- Collaboration.
- Teamwork Orientation.
- Problem Solving/Analysis.
- Communication Proficiency.
- Detail-Oriented
Position Type/Expected Hours of Work
This is a full-time position Monday through Friday, 40+ hours a week.
Travel
Travel is not expected but may be required for field training on occasion.
Education and Experience
- Bachelor’s degree in accounting or related field preferred.
- Minimum 2-3 years of experience in Accounts Payable and vendor services
Additional Eligibility Qualifications
1. Candidate must have sharp attention to detail, speed, and accuracy
2. General knowledge of accounting and understanding of general ledger accounts and invoices
3. Intermediate-Advanced in MS Office (Word, Excel, Outlook)
4. Knowledge of NetSuite a plus
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to reach with hands and arms and climb or balance. Specific vision abilities required by this job include close vision.