Accounts Payable Specialist Controller

Accounts Payable Specialist

The Accounts Payable Specialist will be responsible for compiling, processing and maintaining account payable records. The position will report to the Controller. Candidate must be a confident self-starter able to manage their responsibilities and tasks with minimal supervision following the initial training period. Preferred schedule: 2 full days during month-end closing weeks with slightly fewer hours the balance of the month.

PRIMARY RESPONSIBILITIES:

• Accounts payable processing (~ 85% of the role):
• Facilitate entry and payment of vendor invoices, which may include verification of vendor information, reviewing purchase orders, and resolving discrepancies.
• Route vendor invoices to department managers for review and approval.
• Enter invoices, including purchase order invoices, and applicable use tax in NAV system. Monitor invoices for fixed asset purchases.
• Prepare weekly check run for review, approval, printing and mailing.
• Respond to vendor inquiries and communications in a timely and thorough manner.
• Record ACH/EFT payments of invoices in general ledger as they are processed.
• Record bi-weekly payroll and off cycle bonuses entry in general ledger.
• Records petty cash activity and verifies documentation of usage.
• Other related duties as assigned.
• Month end {10% of the role):
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Update and enter monthly freight accrual - tracking containers and billings for freight cost entry.
• Reconcile use tax and prepare use tax return on a monthly basis.
• Reconcile balance sheet accounts: deposits to CIP, use tax payable.
• Maintain additions, adjustments and deletions in Sage Fixed Assets system.
• Enter monthly depreciation and amortization in NAV.
• Track and monitor vendor invoices to be accrued.
• Year end/annual(< 5% of the role):
• Run reporting and prepare 1099 forms for vendors.
• Provide internal and external audit assistance as required.
• Assist with forecasting and budgeting tasks.

Requirements Education and Experience:

• 2-year degree (associate/technical) in accounting
• Minimum 2-3 years of experience in processing accounts payable with some exposure to GL accounting
• Proficiency in using electronic accounting software is required. Experience in fixed assets helpful

Required Skills/ Abilities:

• 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.
• Ability to maintain confidential and meticulous records.
• Computer skills are required as well as 10-key and Excel spreadsheets.
• Must have strong attention to detail, communication and problem-solving skills.

PHYSICAL JOB REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to read, understand and communicate in English.
• Ability to concentrate for extended periods of time.