Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist has primary responsibilities in Accounts Payable. Assist with day-to-day financial transactions including, but not limited to, accounts payable, corporate credit card, and various other AP tasks. The AP Specialist must use critical thinking, analytical skills, and exercise discretion in executing essential accounting functions, be able to work independently and follow through on assignments with minimal direction.

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

• Understand, and apply key accounting functions and other guiding concepts to various scenarios with efficiency.
• Manage the accounts payable email inbox and respond to inquiries promptly and professionally.
• Assist with reviewing and analyzing Corporate Credit Card statements and transactions to ensure receipts and all related documentation is provided to support transactions.
• Code and/or verify general ledger coding on invoices, ensuring proper documentation, match processes, budget checks occur, appropriate approvals, and receipts have been received, to ensure accurate payments are made on time to correct vendor.
• Investigate and resolve accounting variances and problems associated with processing invoices and vendor statements; Communicate with other departments and outside suppliers, as needed, for clarification on invoices, payment instructions, and meeting policy requirements.
• Monitor accounts payable aging and open PO reports and ensure timely payment of outstanding invoices and applying credits.
• Review and analyze vendor invoices, and promptly and effectively resolve any discrepancies related to price or quantity directly with the vendor, or internal resources, to ensure timely payments and accuracy of processing and financial reporting.
• Work with the Procurement, DC Operations, and other departments as necessary to collect supporting documentation for requests to change / update the supplier file and resolve any invoice discrepancies.
• Collaborate with DC, Receiving, and Returns teams in the processing of returned goods and services, shortages and damages, and credit memos.
• Assist with maintaining accurate cash flow tracking.
• Assist with quarterly, year-end close, and annual financial audit.
• Utilize Excel to summarize and gather data and utilize other software to complete tasks.
• Work with departmental staff to update policies/procedures as required
• Perform other duties as required to support the Finance Department

Requirements

Position Requirements

• Understand accounting procedures.
• Attention to detail and accuracy.
• Goal oriented with the desire to perform to the best of his/her ability.
• Strong time management, organizational, and prioritization skills; able to meet deadlines.
• Excellent written and verbal communication skills, including effective interpersonal and collaborative skills.
• Ability to follow up on pending issues
• Accept responsibility and account for his/her actions.
• Open to change and willing to learn new skills.

Skills and Abilities

Education: High School diploma, degree in accounting or related field not required.

Experience: One year of Accounts Payable experience preferred.

Computer Skills: Must be proficient in Microsoft suite of products including Excel, Word, and Outlook; must possess the ability to learn and master computer systems used within the company daily.

Other Skills: Must be dependable and willing to accommodate work schedule with occasional required overtime; fast and accurate data entry skills; able to actively listen, attend to, convey, and understand the comments and questions of others; ability to resolve conflict with others in a professional manner.

Physical/Mental Requirements

Use a computer 6-8 hours per day

Perform with frequent interruptions and/or distractions

Perform effectively under conditions of fluctuating workload

Use telephone and email to communicate with consultants, contractors, co-workers, and management

Work at a desk

Bend and stoop for filing/records maintenance

Other Physical Demands

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs./day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs./day)

Vision near and peripheral F

Sense of Sound F

Speak F

Sit F

Stand O

Walk O

Reach Above Shoulder O