Accounts Payable Specialist

Job Description

Job Description

Essential Duties and Responsibilities:

Under direct supervision, this position provides support to the accounting department in performing accounts payable functions. Duties must be performed accurately and efficiently. The primary goal of this role is to control and monitor our organization’s expenses by processing payments, verifying invoices, and performing account reconciliations. To ensure success, this position should exhibit a keen attention to detail, problem-solving skills, sound knowledge of best practices in accounting, and experience in a similar role in optimizing expense control processes. This position is on-site Monday-Friday at our Hoffman Estates, IL office.

• Verifying transactions, preparing disbursements, allocating, posting, and reconciling accounts
• Collaborating with the accounting and internal departments to gather, analyze, obtain proper approvals, and interpret relevant financial data
• Ability to reconcile various general ledger accounts and complete bank statement reconciliations monthly.
• Some knowledge and experience about accounts receivable and collecting payments from customers
• Performs data entry of vendor invoice activities
• Responsible for maintaining the filing system for all accounts payable related documents
• Ensure accurate and timely monthly, quarterly, and year-end activities in the AP environment
• Investigate discrepancies that vendors or purchasing agents have with obtaining payment for bills
• Update and maintain new vendors in the accounting system, including changes, while maintaining the integrity of the system of information
• Charging expenses to appropriate accounts and cost centers
• Verifying vendor accounts, paying vendors, and resolving purchase orders, invoices, or payment discrepancies
• Responds to vendor and employee inquiries regarding invoices, expenses, and check requests
• Keeping up to date with regulatory requirements and best practices in accounting
• Manage workload responsibilities to meet deadlines and complete assigned tasks
• Maintain electronic and physical filing systems, make recommendations to foster organization and efficient workflow
• Assist the accounting department with answering any accounts payable questions and vendor issues as needed
• Assist in completing payment check/ACH runs on schedule and ad-hoc runs as directed by the Controller
• Manage and maintain vendor records, including W-9 requirements and 1099 filing
• Ensure compliance and applicable accounting standards are adhered
• Support and assist with computer system upgrades as related to account payable or as assigned
• Maintain and monitor office/ building supplies
• Processing warranty claims as directed
• Backup for daily cash applications by applying receipts to matching invoices and complete daily billing
• Performs related duties and backup duties for accounting department staff as assigned by management

Education and Work Experience Qualifications:

• Bachelor’s or associate degree in accounting, or equivalent accounting work experience preferred
• At least five years of related experience in high-volume accounts payable processing functions
• Advanced competency in accounting and business management software Self-starter and ability to multi-task with an acute attention to detail and recordkeeping skills
• In-depth knowledge of accounts payable principles, accounting standards, and regulations
• Experience in account reconciliation and a clear understanding of debits and credits
• Strong time management and organizational skills
• Excellent collaboration and communication abilities. Excellent verbal and written communication skills, including the ability to effectively communicate with all levels within the organization
• Must demonstrate a high level of professionalism, confidentiality, and integrity
• Excellent computer proficiency in MS Office – Word and Outlook; Advanced knowledge of Excel is preferred. Previous experience working in Great Plains & Salesforce a plus
• Possess strong analytical and problem-solving skills to make sound decisions
• Ability to read, analyze, and interpret data and financial reports to assess accuracy
• Must be able to work well under pressure and meet deadlines while maintaining a positive attitude
• Ability to work independently and to carry out assignments to completion within the parameters of instructions given
• Knowledge and ability to use applicable information technology and systems to meet work needs