AP Specialist

Summary

The Accounts Payable Specialist is responsible for accurate and timely accounts payable processing and administration of the corporate credit card lifecycle. The Accounts Payable Specialist processes vendor and employee transactions, maintains cardholder records, validates receipts and supporting documentation, monitors compliance with the Company credit card policy, and supports accurate financial reporting. The ideal candidate is self-motivated, detail-oriented, organized, and comfortable working in a fast-paced environment with recurring deadlines.

This position is expected to be onsite in Lafayette, LA.

Duties and Responsibilities

Accounts Payable

• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Processes a high volume of vendor invoices, employee expense reports and other accounts payable documents in an accurate and timely manner in accordance with company policy and guidelines
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Reviews company credit card statements and processes approved payments to credit accounts.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Records entry of, verifies documentation for, and distributes petty cash.
• Calculates and reports sales tax based on paid invoices.
• Respond to vendor and employee queries and resolve issues in a timely manner.
• Communicate any unresolved issues to supervisory personnel on a timely basis
• Maintain accurate records and filing systems consistent with legal and regulatory requirements
• Maintain an accurate vendor listing and aged accounts payable listing
• Processes approved check payments.

Credit Card Lifecycle Management

• Order and issue corporate credit cards for approved employees in accordance with the Company credit card policy and documented approvals.
• Maintain accurate records of cardholders, card limits, issue dates, approvals, and card status.
• Validate receipts and supporting documentation for corporate credit card transactions.
• Monitor employee receipt submissions and follow up to ensure receipts are turned in within established time parameters.
• Research missing receipts, unsupported or unusual charges, and other exceptions; escalate unresolved issues in accordance with policy.
• Coordinate approved card replacements, limit changes, suspensions, and cancellations, including prompt cancellation when an employee separates from the Company or no longer requires a card.
• Support periodic review and reconciliation of corporate credit card activity and maintain complete documentation for audit purposes.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate's or bachelor's degree in Accounting preferred.
• At least one year of related experience required.
• Excellent verbal and written communication skills.
• Ability to work independently and in a fast-paced environment.
• Ability to anticipate work needs and interact professionally with customers.
• Excellent organizational skills and attention to detail.

Technology & Other

• Ability to work efficiently in accounts payable and expense-management modules of accounting software.
• Intermediate Microsoft Office skills, including Excel; experience with expense-management or corporate card platforms preferred.
• Valid Driver's License and reliable transportation.
• A neat, well-groomed, and professional appearance shall be maintained.

Core Competencies

Attention to detail, Conflict resolution, team building, mentoring, and coaching, business acumen, ethical decision- making and leadership, global and cultural awareness, critical and creative thinking, time management, self-control, ability to adapt to constantly changing circumstances while maintaining a professional demeanor and corporate perspective, results oriented.

Working conditions/Physical Requirements/Travel

The job operates in a professional office environment using standard office equipment. Occasionally the job will operate in a field environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; see, talk, or hear. The employee must occasionally lift or move office products and supplies, up to twenty pounds.

Core days are typically Monday through Friday from 8:00 a.m. to 5:00 p.m. Hours may occasionally extend outside the core day to meet accounts payable, credit card, and month-end deadlines. This position may require occasional weekend and/or holiday work.

Additional Duties

The above statements are typically assigned to employees in this position. They are not to be construed as an exhaustive list of their duties and responsibilities. The Company reserves the right to assign or reassign duties and responsibilities to the job at any time.

Direct Reports/Position Reporting

This position has no direct reports. The Accounts Payable Specialist reports to the Controller.