Accounts Payable Specialist

Job Description

General Purpose

Under general supervision, perform routine as well as more difficult accounts payable tasks to ensure daily/periodic accounting transactions are recorded and maintained on a timely and accurate basis. Perform duties necessary for preparing bills, invoices, statements, and vouchers for payment. Ensure timely and accurate processing of invoices. Reconcile bills, check balances, follow up on discrepancies, and maintain vendor files. May prepare checks for signature and communicate to vendors. Applying AP experience, identify improvements in related functions.

Job Duties and Responsibilities

• Calculate, post, and enter AP vouchers and/or disbursements to ensure the timely and accurate processing of daily/periodic accounts payable transaction

• Ensure invoices assigned are processed within pre-defined timeframe of receipt for PO and non-PO invoices

• Compare and review vendor invoices against purchase orders

• Image and file all invoices, accounting transactions, and supporting documents

• Monitor AP invoice email and open and sort mail as assigned

• Communicate with vendors and internal customers to proactively identify and resolve problems, questions and concerns; research and resolve payment exceptions

• Prepare accounting documents (W-9s, ACH, etc.) accurately to ensure efficiency in accounts payable processes

• Complete and file all new-vendor setup forms; maintain AP vendor files

• Participate in AP closing activities

• Process check and ACH printing

• Monitor and adhere to cash projection each month based on corporate parameters

• Ensure compliance with DFA policies and procedures

• Keep supervisor informed of any activities that may require his/her attention

• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Requirements

Knowledge, Skills, and Abilities

• Accounts Payable experience or experience working with invoices, supporting documentation, and discrepancy resolution

• Experience performing checks and balances or quality-control processes to ensure accuracy in financial transactions.

• Strong attention to detail and accuracy

• Strong general computer skills.

• Proficiency in Microsoft Excel, including:

• Pivot Tables

• VLOOPUP functions

• IF Functions

• Able to work under general supervision and direction

• Ability to exercise sound judgment and solve problems independently.

• Professional office etiquette and effective communication skills when interacting with vendors, coworkers, and management.

• Able to maintain confidentiality of information

• Demonstrated ability to work independently and identify issues before they become problems.

• Strong work ethic and proven record of accuracy and reliability

• Must be able to read, write and speak English

• Performs any other work duties as assigned

Education and Experience

• High school diploma or equivalent

• 1 to 3 years of accounts payable or accounting related work experience

• Preferred Associate degree in Business, Accounting, or a related field.

• Experience with Microsoft Access

• Experience using Microsoft Copilot or similar productivity tools

• Exposure to Power BI and/or Power Query

An Equal Opportunity Employer including Disabled/Veterans