Accounts Payable Specialist

Job Description

Job Description

This position can be located at any of our five branches: Buffalo, Gillette, Sheridan, Douglas, or Newcastle.

Summary/Objectives: The Accounts Payable Specialist is responsible for supporting the Bank’s financial operations through the accurate and timely processing of accounts payable transactions. This position maintains vendor records, processes invoices and payments, performs account reconciliations, assists with expense reporting and tax-related reporting, and maintains accurate financial records in accordance with Bank policies, procedures, internal controls, and applicable regulatory requirements. The Accounts Payable Specialist works closely with departments and vendors to research and resolve discrepancies while maintaining the confidentiality and accuracy of financial information.

Essential functions:

• Process, review, and verify invoices, expense reimbursements, and other payment requests for accuracy, appropriate documentation, and required approvals.
• Enter accounts payable transactions into the Bank’s accounting system and ensure expenses are accurately coded to the appropriate general ledger accounts and cost centers.
• Prepare and process vendor payments, including checks, ACH payments, and other approved payment methods.
• Maintain accurate vendor records, including payment information, tax documentation, and supporting documentation.
• Review vendor statements and research and resolve invoice, payment, and account discrepancies.
• Perform accounts payable and related general ledger reconciliations and research and resolve outstanding or unusual items.
• Assist with employee expense reports, corporate credit card activity, and related documentation and reconciliation.
• Maintain organized and complete accounts payable records in accordance with the Bank’s record retention requirements.
• Assist with annual Form 1099 preparation, reporting, and vendor tax information.
• Respond to vendor and internal employee inquiries regarding invoices, payments, and accounts payable matters.
• Support month-end and year-end accounting processes related to accounts payable and accrued expenses.
• Assist with audits and examinations by providing accounts payable records, documentation, and supporting information as requested.
• Follow established internal controls and procedures designed to safeguard Bank assets and prevent unauthorized or duplicate payments.
• Identify discrepancies, unusual transactions, or potential control concerns and escalate issues to appropriate management.
• Maintain current knowledge of Bank policies, procedures, accounting practices, and regulations applicable to assigned responsibilities.

• Cross-train and provide backup support for other Finance Department functions as assigned.
• Maintain the confidentiality and security of Bank, employee, customer, and vendor financial information.
• Actively participate in customer, community, and public relations activities to increase the bank’s visibility and enhance new business opportunities.

• Additional duties as assigned.

 

Competencies:

• Knowledge of accounts payable practices, basic accounting principles, and general ledger processes.
• Strong attention to detail and commitment to accuracy.
• Ability to review financial information, identify discrepancies, and research and resolve issues.
• Strong organizational and time-management skills with the ability to manage multiple deadlines and priorities.
• Ability to follow established internal controls, policies, procedures, and approval requirements.
• Strong mathematical and analytical skills.
• Effective written and verbal communication skills.
• Strong customer service skills when working with employees, vendors, and other business partners.
• Ability to exercise sound judgment and recognize transactions or issues requiring escalation.
• Ability to maintain confidentiality and appropriately handle sensitive financial information.
• Proficiency with Microsoft Office applications and the ability to learn accounting, accounts payable, and Bank systems.
• Ability to work independently while collaborating effectively with Finance and other departments.
• Dependable, adaptable, and willing to cross-train and learn additional responsibilities.
• Demonstrates professionalism, integrity, accountability, and attention to internal controls.
• Consistently demonstrates and promotes the Bank's Core Values:
  • Exceptional Customer Service - Everyone matters, always.
  • Family Driven - Ours, yours, we put family first.
  • Community Focused - Our communities are the backbone of our business.
  • Communication - Open, clear, and honest communication is key.
  • Teamwork - Individuals working together to achieve a common goal.

 

Education/Qualifications:

• High school diploma or equivalent required.
• Associate’s degree in accounting, finance, business administration, or a related field preferred.
• Minimum of one (1) year of experience in accounts payable, accounting, bookkeeping, or a related financial position required.
• Experience with invoice processing, general ledger coding, account reconciliations, and financial recordkeeping preferred.
• Banking or financial services experience preferred but not required.

• An equivalent combination of education, training, and directly related experience may be considered.

Supervisory:

This position has no direct supervisory responsibilities and may serve as a mentor for other positions in the organization.

 

Working Conditions:

• Normal office environment.
• While performing the duties of this job, the employee is regularly required to stand, walk, use hands to type, carry, handle, and feel objects, reach with hands and arms, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds or more with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• Multitask; perform tasks in an open office environment with noise from conversations, office machines, or other distracting sounds.
• Keep track of assigned tasks
• Occasionally may be exposed to upset customers during everyday activities or work under stress caused by anxious or impatient customers.

 

First Northern Bank is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. First Northern Bank will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at View phone number on click.appcast.io.

*The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This document is intended to describe this job's general content and performance requirements. It is not to be construed as an exhaustive statement of duties, responsibilities, or needs and does not imply a contract.