AP Specialist

Accounts Payable Specialist

The Accounts Payable Specialist must ensure that all invoices are accurate and have been properly coded and approved by the CFO prior to making payment. Once the proper verifications, coding, and approvals are received the AP Manager is responsible for entering invoices in a timely and efficient manner. The AP Specialist will maintain invoice files and vendor tax information. This AP Specialist is also responsible for overseeing and administering sales tax for the Company. Reports to AP Manager. This position works with all levels within the company and must present a professional demeanor at all times.

Essential AP Functions (Microsoft Great Plains Software)

• Review invoices for accuracy
• Review invoices for possible fixed assets and correspond with various departments (i.e. fleet, computer equipment, furniture, etc.)
• Review and process check requests
• Process vendor invoices and other payments.
• Coding and verifying codes submitted on invoices for payment.
• Organize and index invoices for filing.
• Balance and review batches submitted for approval.
• Answer inquiries from vendors/employees and research discrepancies.
• Monitor accounts to ensure payments are up to date
• Set up new accounts as requested by stores, district managers, etc. (i.e. temp labor agencies, storage buildings, etc.)
• Produce and discuss monthly reports (i.e. Staples orders, etc.)
• Set-up and close utility accounts as necessary for store acquisitions and dispositions
• Month-end closing
• Administer pest control account i.e. approve necessary requests for special treatments, act as liaison between district managers and pest control company
• Administer waste company i.e. review and approve necessary requests for special pickups, dumpster size changes, recycling, etc.
• Administer shredding account i.e. review and approve special requests such as extra pickups, purging, new stores, etc.
• 1099 Filing (includes miscellaneous, interest, dividend, and all landlords)

Competencies

• Strong attention to detail and accuracy
• Strong organization skills
• Knowledge of general accounting procedures
• Critical thinker and able to think outside the process
• Must be able to maintain a high degree of confidentiality
• Ability to understand and communicate job related information clearly and concisely

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, fax machines, and scanners.

Position Type / Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4 p.m. unless flex schedule is requested per Company standard.