Accounts Payable Specialist

Accounts Payable Specialist - Grade 6

Assists in the facilitation of DRPA's payment process and ensures compliance with the Authority's accounting policies by researching, reviewing and verifying all invoices and supporting documentation and gathering authorizations to issue payment. Works with other Accounts Payable Specialist and AP/AR Supervisor to coordinate the timing of check runs and ACH/wire distributions, route invoices for proper approval and process invoices in the accounting system (using the accounts payable applications) in a timely manner. Communicates regularly with the purchasing department to provide guidance on purchase order issues, such as incorrect coding, incorrect vendor detail and discrepancies with invoice billing terms vs. purchase order billing terms. Reaches out to vendors for W-9 information and clarification on billings.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the duties, responsibilities, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Authority will adhere to all applicable laws and regulations in assessing an employee's ability to carry out or otherwise meet the job requirements set forth herein in a satisfactory manner.

Reviews vendor invoices for compliance with purchase order stipulations, ensuring that each item's commodity code on the purchase order matches up exactly to the item being billed on the invoice (item number, dollar amount per item, size, and quantity). Contact departments to obtain additional supporting documentation or to alert them to discrepancies between the supporting documentation and the vendor invoice. Checks to see if the proper workflow for approval has taken place and contacts departments to obtain additional approval when needed. Provides guidance or seeks out information regarding the appropriate payment procedure to follow when a purchase order has not been initiated (finance voucher, expense reimbursement etc.). Checks to see if receiving has been done correctly for three-way match POs in order to allow for payment processing. Reviews the contract, discount, and freight terms of the PO against the invoice to ensure all terms are adhered to and to apply the appropriate freight and discount amounts when applicable.

Helps ensure accurate processing of payments and compliance with DRPA's accounting policies by verifying signatures, amounts, discount, payment, and contract terms and supporting documentation. Verifies account coding of invoices. Contact departments regarding discrepancies with coding, billing terms and/or vendor data. Contact all new vendors and current vendors with address or name changes to obtain a W-9 form to ensure all vendors who are 1099 applicable are marked off correctly in the system. Updates vendor master file for new vendors or changes to existing vendors as directed by the Lead Accounts Payable Specialist.

Notifies IS of any technical issues arising from the system regarding accounts payable applications. Tests the system after IS makes its corrections to see if the technical issue has been resolved. During current or possible future system conversions (i.e. Banner to SAP), helps pull together the necessary vendor master data needed for conversion and checks for noticeable errors in the data.

Performs (alongside or as dictated by the lead) multiple weekly payment runs and sends out the positive pay files to the bank, performs the daily check, ACH, wire reconciliations using the bank file or manually when not available or when there are errors with the bank's file. Issues check cancelations and stop payments with the bank for incorrect and misplaced vendor and employee checks and reissues payment if warranted. Communicates with the bank regarding discrepancies in the check file and reviews positive pay exceptions to assess whether a check, ach or wire should be cleared or stopped. Participates as required in Authority initiatives and bank services to deter and detect any fraudulent payment activity.

Sends out non-purchase order invoices for approval; utility bills and other infrequent direct pays typically processed via a finance voucher. Tracks all utility payments in excel to ensure all accounts are paid each month and to make sure any credits or other discounts issued are applied correctly. Makes updates to the accounts payable master list of data relating to such things as contact lists for approval flow, vendors rules, coding for unique charges, rules regarding 1099 application, etc.

Researches status of check requests and issued checks (in process, issued, outstanding, paid or canceled) as needed for management, vendors, other departments and auditors (internal and external). Audits prior invoice and payment detail as necessary and requested, to identify and correct for over or under payments by either issuing another payment or reaching out to the vendor to receive credit against a future invoice or obtain a refund check.

Assists the Manager of Accounting and Senior Accountant with the year-end audit by gathering supporting documentation (invoices, contracts, canceled checks and voided checks), runs accounts payable reports for the auditors (outstanding check list, vendor detail history, prior and current year payment history, etc.) and answers questions related to internal control regarding AP functions. Gathers canceled check information and other documentation at the request of management for ad-hoc reporting needs.

Helps to create Standard Operating Procedures documents for Accounts Payable. Performs general clerical work, including creating files for invoices, sending out files for storage or destruction and pulling files as requested by management, other staff and the auditors (internal and external). Provides guidance and helps trains other accounts payable specialist as directed and/or needed.

Assists in maintaining a safe and secure work environment by participating in required training, recognizing and reporting hazards and suspicious activity, and using all required personal protective equipment

Performs other related duties as required and assigned.

Core Value Competencies

Safety: We promote safety in all we do. Our commitment to the safety of our customers and employees is paramount.

Integrity: We are committed to the highest level of ethical conduct, personally and corporately. We accomplish this by being open and honest, and by meeting our commitments to each other, our customers and our region.

Customer Service: We deliver the best, highest quality service to our customers because they are our primary concern. We provide quality service by focusing on both internal and external customers.

Quality: We value and recognize quality performance and strive for the highest quality in all we do. We accomplish this by monitoring our work, systems and processes and taking action to ensure that they meet or exceed standards.

Teamwork: We work as a team. We encourage our employees to develop and contribute their talents cooperatively. When one of us succeeds, we all succeed. Effective teamwork includes working cooperatively with others as part of a team- as opposed to working individually or competitively- to accomplish shared objectives.

Communication: We encourage communication in and between all parts of our Authority because we believe the free exchange of information is vital to unity, effectiveness and service among our employees, and to our customers and the region we serve. We are committed to delivering clear, effective communications and taking responsibility for understanding others.

Innovation: We are leaders in finding new approaches and encouraging new ideas. We welcome the exchange of new ideas to improve the Authority. We foster and initiate new ideas, methods and solutions to support the mission and objectives of the Authority.

Dependability & Accountability: We can be relied upon to do the work that's required every time. We are consistently at work and on time, ensuring that work responsibilities are covered and expected results are achieved.

Self-Development: We take steps to ensure continued learning and professional growth.

Problem-Solving: We accurately assess problems and effectively and efficiently arrive at excellent solutions.

SUPERVISORY RESPONSIBILITIES

N/A

EDUCATION/TRAINING/EXPERIENCE

Required:High school diploma or general education degree (GED).3 years of accounts payable experience (in a mid-large size company) OR 1 year of accounts payable experience (in a mid-large size company) AND an associate degree in accounting, finance, or AP certification.Intermediate skill level in using standard office equipment and financial/accounting software, using applications specifically related to the accounts payable function and purchasing and general ledger inquiry.Intermediate skill level in using MS Office, specifically Word for memos, Outlook, and Excel for extracting, organizing, and manipulating data.Basic knowledge of purchasing procedures, policies, and terms.Knowledgeable in basic elements of Accounting and mathematic foundations (addition, subtraction, percentages etc.).

Desired:Associate degree in accounting, finance, business administration or an Accounts Payable Certification.Experience using report writing software, specifically Oracle or applicable to be used in conjunction with SAP systems.1 Year or more experience using ERP software, specifically SAP for performing the function associated with accounts payable and performing purchasing and general ledger inquiries.

ENVIRONMENTAL WORKING CONDITIONS AND PHYSICAL EFFORT

The following section of the job description is used to identify the overall working context in which your job is performed. These questions are included because environmental working conditions and physical effort are an important element in some jobs.

ENVIRONMENTAL WORKING CONDITIONS

How Often: (check the appropriate box)Occasionally = Less than 1/3 of the timeFrequently = From 1/3 to 2/3 of the timeConstantly = More