The Accounts Payable Specialist’s main responsibilities are to process, verify and maintain records pertaining to the payment of invoices and real estate mortgages.  As required, the Accounts Payable Specialist will assist with Data Entry, Accounts Receivable and Office Support duties.

ESSENTIAL JOB FUNCTIONS

The Accounts Payable Specialist will:

• Ensure that the invoices received from the apartment communities and other departments are coded and highlighted correctly and have been approved by the appropriate employees.
• Advise Property Supervisors of invoices that are coded incorrectly and of any discrepancies.
• Sort invoices when received by mail and distribute to appropriate Property Supervisor.
• Enter accounts payable data in the computer in an efficient and accurate manner by 12:00 pm on Wednesday of each week.
• Set-up new vendors and ensure that taxpayer identification numbers are on file.
• Generate an Invoice Data Entry Register report and audit it for its correctness.
• Generate an Account Balance Report in order to disclose the funds available in each company and generate a Cash Requirement Report which will show the funds needed to pay the invoices entered.
• Determine along with the Operations Manager which invoices will need to be deselected, if any.
• Print A/P checks and check copies on or before 10:00 am each Thursday of the week.
• Log the checks in the Check Register and log book.
• Sort and distribute checks and check copies to appropriate Accounting Clerk on or before 12:00 pm on Thursday.
• Assist in “matching” invoices to checks, placing check copies on invoice and mailing checks if correct.  If invoice information does not match check, then return to appropriate accounting clerk.
• Scan check copies and invoices and save on server.
• When necessary, support other areas of operations, i.e., Data Entry, Accounts Receivable, and Office Support.
• As required, may perform additional responsibilities.

SPECIFICATIONS

• Requires specialized clerical accounting principles, practices, procedures, and methods related to accounts payable, preferably in a Property Management environment.
• Educational background should include a high school diploma or equivalent.  College course work in Accounting is helpful.
• Must have basic understanding of accounting terminology and procedures.
• Ability to understand and carry out both oral and written instructions in an independent manner is required.
• Must perform basic mathematical calculations with speed and accuracy.
• Must accurately compile, post, verify, and maintain computerized and/or manual records and files.
• The ability to organize and prioritize work to meet established deadlines is required.
• Position requires the ability to perform data entry and mathematical calculations; read reports and forms.
• Position requires answering calls and communicating information with the caller.
• The ability to read to review reports and requests for information is required.
• Good written communication skills are required to respond to inquiries for information and to communicate with employees.
• Good verbal communication skills are required to communicate with employees, supervisor, vendors, and other agencies effectively.
• The ability to push, pull, bend and reach on a daily basis are required.
• Must have the strength to lift and carry materials weighing up to ten pounds.
• Must be able to operate a computer, printer, calculator, copy machine, scanner, fax machine, and telephone.
• Must be able to work in an environment that is fast paced with variable pressure.
• Must have the ability to communicate in English clearly in order to be understood by staff members or former residents, vendors and other agencies.
• Must be able to perform basic math calculations to process reports that are required.