AP Specialist

Job Summary:

Under the direction of the Senior General Accountant, the AP Specialist processes and monitors payments and expenditures in an effective, efficient manner, ensuring that finances are accurate and up to date and that vendors and suppliers are paid within established time limits. This position will also perform data entry tasks, answer phones and miscellaneous clerical functions.

Key Responsibilities:

Enter Payable Invoices

• Enter invoices against receiving documents and check for accuracy of invoiced quantities vs. received quantities
• Research any invoice discrepancies for pricing
• Verify that invoices are coded to the proper GL accounts and profit centers

Accounts Payable Payments

• Setup weekly check runs
  • Send out pre-check report for review
  • Pull invoices upon request
• Print checks and mail them out
• ACH payments
  • Go into vendor sites and enter payments
• Credit Card payments
  • Go into vendor sites and enter payments

Audit Invoices

• Review invoices to see if we need to add use tax or if we were charged tax, reduce the sales tax on the current months sales tax return
• Review invoices to see if they should be added to assets versus general expense
• If we are being charged sales tax and we should not be, reach out to the vendors and supply them with our sales tax exemption form

Review of Vendor Statements

• Review vendor statements on a monthly basis
  • Go though and reference open invoices and verify that we have them entered
• Reach out to vendors for invoices that we are missing
• Reach out to vendors for credits or short pays that are still open

Accounts Payable Email and Phone Line

• Go through the email daily and print off the invoices that you are responsible for
• Respond to vendors and their questions in a timely manner
• If a team member is out, go through the email and take care of questions or invoices that fall under their vendors
• Provide callers with information such as payment status or payment information as needed
• make sure we are answering phone calls with professionalism and courtesy

Preferred Qualifications:

Education, Experience and Certifications

• High School degree or equivalent required.
• Associate’s Degree in Accounting or Finance, preferred.
• 2+ years of experience in a similar Accounts Payable role preferred.
• Strong knowledge of computers and software, including Microsoft Office, Outlook, and the most current QuickBooks version required.
• Able to maintain the confidential nature of information in their control.
• Must possess excellent analytic, organization and problem-solving skills which allows for strategic data interpretation versus simple reporting.
• Able to analyze and interpret financial data and prepare financial reports, statements and/or projections.
• Knowledge of computerized information systems used in financial and/or accounting applications.
• Mathematical/quantitative aptitude and skills to track financial and payroll data.
• Demonstrate the ability to gather, prepare, and present detailed business information ensuring accurate estimating and pricing for the customer.
• Must adhere to all company policies, procedures, and business ethics codes.
• Detail-oriented, organized and applies effective time management skills in order to meet all deadlines.
• Able to work independently with minimal supervision.
• Able to adapt to diverse situations rapidly and creatively resolve issues as they arise.
• Self-motivated, fast learner, shows initiative, willing to seek out needs and meet them.

Work Conditions:

• Office Setting – Primarily works in a branch office environment.
• Technology Use – Frequent use of computers, phones, and office equipment.

Our Benefits & Perks

We believe in taking care of our team. That’s why we offer a comprehensive benefits package designed to support your health, financial wellbeing, and overall work-life balance.

Our benefits include:

• Medical, dental, and vision insurance
• $1,500 annual employer contribution to your HSA
• Accident and critical illness coverage
• Short-term and long-term disability insurance
• Wellness reimbursement program
• Employee recognition and appreciation programs
• And more!

We are committed to supporting our employees both inside and outside of the workplace.