Accounts Payable Specialist

Description

Essential Duties and Responsibilities include the following; others may be assigned:

· Improve work methods and tooling

· Ensure an accurate and timely monthly, quarterly and year end close of Accounts Payable

· Prepare any journal entries that may need to occur at month end and provide to Staff Accountant/Accounting Supervisor

· Keep work area clean and orderly

· Manage one’s own time efficiently

· Evaluate self work to ensure compliance with work instructions and standards

· Check AP with ledger to make sure payments and invoices are posted daily

· Enter AP and check invoices with POs to ensure correct pricing/qty

· When entering invoices into system, verify that the remit to address is current. Notify the Staff Accountant/Accounting Supervisor of any changes

· Assist with customer calls for receipt requests

· Scan and attach all invoices into the appropriate file folder and in the ERP system

· Select all invoices that will be paid weekly and provide excel worksheet to Staff Accountant/Accounting Supervisor for approval

· Process checks for outgoing mail

· Scan copies of all checks and file into appropriate file folder in accounting drive

· Assist in answering phone at front desk

· Work un-invoiced receipts report on a monthly basis

· Verify accuracy of billing and revise any errors

· Follow up on NMR’s on a monthly basis

· Reconcile itemized statements, bills, or invoices and record amounts due for items purchased or services rendered

· Keep records of invoices and support documents

· Resolve discrepancies in accounting records 

· Verify signatures and required information on checks and other documents

· Prepare monthly use tax schedule

· Operate computers programmed with accounting software to record, store and analyze information 

· Check figures, postings and documents for correct entry

· Debit, credit, and total accounts on computer spreadsheets and database

· Operate 10 key calculators, computer, postage meter and copy machines to perform calculations and produce documents

· Comply with federal, state and company policies, procedures and regulations

· Compile statistical, financial accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses

· Reconcile or note and report discrepancies found in records

· Read and answer email on a continuous basis.

· Intermediate use of Microsoft Outlook, Word and Excel 

· Intermediate use of visual MRP system

· Assist AR as needed

· Reconcile Fixed Asset accounts on a monthly basis. Submit schedule to outside accounting firm quarterly. Follow up with any questions they may have.

· Pull data from online sources and reconfigure in Excel for approval and input into ERP system

· Audit vendor files to ensure W9 forms are on file for every vendor

· Send out 1099 forms yearly

· Process employee expense reports through Concur daily

· Assist employees with questions or problems when using Concur

· Other duties as assigned

Requirements

Requirements

· Experience using Microsoft Office products

· Experience performing account reconciliations

· Knowledge of Fixed Asset qualifications

Key Competencies: 

· Strong organization skills

· High level of attention to detail and accuracy

· Ability to prioritize

· Professional level written and verbal communication skills 

· Problem-solving skills

· Interpersonal skills 

· Decision-making skills 

· High level of integrity

· Ability to thrive in a fast paced, high volume, team environment

Education and/or Experience: High school diploma or general education degree (GED). 2-3 years AP experience preferred, Associates Degree preferred