Accounts Payable Specialist

POSITION SUMMARY:

The Accounts Payable Specialist is responsible for processing accounts payable invoices, payments, and vendor collection functions and maintaining the accounts payable system of the organization.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent, attendance is a requirement. This position requires punctuality and dependable attendance to meet the needs of the business, including attending and taking part in meetings and presentations.
2. Verifies the validity of payable invoices, completes 3-way match verification, ensures proper authorization and coding, and enters invoices to the appropriate general ledger account codes.
3. Compares purchase orders, prices, terms of payments, and other changes and works with Procurement if necessary changes are needed.
4. Collaborates with the inventory team to ensure BOLs, Packaging slips, and other documents are documented for item receipts.
5. Processes vendor payments accurately and in a timely manner.
6. Processing due invoices for payments and managing due dates of other invoices to assist with cashflow.
7. Serves as primary vendor contact for all vendor account questions, and maintains good vendor relationships by researching and following up on any vendor requests for outstanding payment status or discrepancies.
8. Ensures that vendor accounts sub-ledger reconciles with the trial balance.
9. Maintains accurate and complete vendor files.
10. Processes annual Form 1099 and Form 1096 reporting and submission of forms.
11. Coordinates and assists auditors during preparation for audit and fieldwork.
12. Coordinates payable functions and processes with personnel in other departments.
13. Identifies fixed asset expenditures, and assists with maintaining supporting documentation for audits and tracking of capital expenditures for Cap Ex budgets.
14. Maintains electronic and original approved vendor contract files.
15. Follows established policies and procedures.
16. Collaborates with the Procurement team to ensure timely closure of Purchase Orders.
17. Manages invoices and payments using accounting software and other programs.
18. Follows up with departments to resolve unpaid invoices through weekly reporting updates.
19. Establishes and maintains relationships with new and existing vendors.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

Requirements

QUALIFICATIONS:

Education/Experience:

• Associate’s degree from an accredited four-year college or university in Accounting or a closely related field. Bachelor's degree in Accounting or a closely related field preferred.
• 3+ years of Accounts Payable or Accounting experience

Certificates, Licenses, and Registrations:

• None

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Proficient in using diverse software and digital tools to handle general ledger, track invoices, distribute payments, and create financial records (NetSuite and bill.com preferred).
• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint
• Proficient in SharePoint, Google Sheets, and Outlook
• 10 key skills by touch
• Strong customer service skills and willingness to assist others
• Ability to actively listen to internal clients’ needs and explain accounting policies to resolve matters.
• In-depth knowledge of accounts payable principles, accounting standards, and industry regulations.
• Strong numerical and analytical skills.
• Attention to detail and accuracy in data entry and record-keeping.
• Must have excellent verbal and written communication skills and strong organizational skills
• Excellent organizational and multi-tasking abilities
• Ability to work on and adapt to multiple projects with attention to detail and accuracy while adhering to deadlines in a high-energy, fast-paced environment
• Ability to work with people from a variety of backgrounds
• Ability to coordinate well with other departments and personnel
• Must be able to work independently and collaboratively
• Must be able to meet deadlines and prioritize assignments accordingly
• Ability to work with a diverse population

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Action-Oriented / Customer Focus / Drives for Results / Informing / Approachability / Learning on the

Fly / Perseverance / Self-development / Listening / Peer Relationships / Integrity and Trust / Functional/Technical Skills

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 10 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED:

No travel is required for this role.

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.

Salary Description

Starting Pay: $21.00 - $26.25