Accounts Payable Specialist

DEPARTMENT OVERVIEW:

The Accounts Payable Specialist will review, reconcile, and pay multiple entity bills in a timely fashion. This requires not only understanding the accounting process but also working knowledge of a company’s operations. 

POSITION OVERVIEW:

The Accounts Payable Specialist sets up new vendors with all the correct documentation, receives vendor invoices and routes them to the appropriate manager for approval. Once vendor invoices have been approved or match to a purchase order, they will voucher in our ERP system and cut bi-weekly check and ACH runs per Vendor’s terms. They monitor discount opportunities to ensure the company receives the discount. They also run accounts payable reports for month end and year end process.  

Essential Functions

• Review invoices for accuracy, appropriate approvals, and support documentation prior to payment.
• Perform accurate and timely invoice data entry.
• Process a high volume of purchase orders and related invoices.
• Maintain organized and accurate records for approved and vouchered invoices.
• Obtain required signatures and process checks for distribution.
• Support other departments with research expenses.
• Prepare and review monthly Vendor Aging and Received Invoice Pending reports.
• Assist with annual 1099 preparation, including reviewing vendor information and verifying Federal Tax Identification Numbers.
• Maintain professional and responsive relationships with vendors, including researching and resolving invoice and payment inquiries.
• Research and resolve invoice discrepancies, missing documentation, duplicate invoices, and other payment-related issues.
• Maintain vendor records and ensure supporting documentation is complete and accurate.
• Support Accounts Payable month-end and year-end activities as needed.
• Follow established accounting procedures and internal controls related to invoice processing and payments.
• Assist the Accounting Supervisor and/or Accounting Manager with additional accounting responsibilities and special projects as needed.

Competency

• Problem Solving – Identifies and analyzes issues, researches discrepancies, and works collaboratively with others to develop effective solutions.
• Interpersonal Skills – Maintains positive and professional working relationships. Approaches conflict constructively, maintains confidentiality, listens respectfully, and remains open to feedback and new ideas.
• Communication – Communicates clearly and professionally with vendors, coworkers, and management. Listen carefully, seek clarification when needed, and responds appropriately to questions and requests.
• Teamwork – Works effectively both independently and as part of a team. Supports coworkers, contributes to a positive work environment, and works collaboratively toward department and company goals.
• Ethics and Integrity – Demonstrates honesty, professionalism, discretion, and integrity when handling company, employee, vendor, and financial information.
• Company Values – Follows established policies and procedures and supports the company’s goals and values. Demonstrates professionalism and leads by example.
• Adaptability – Adjusts effectively to changing priorities, deadlines, processes, and unexpected situations while maintaining accuracy and productivity.
• Attendance and Punctuality – Maintains reliable and consistent attendance and punctuality and communicates appropriately when an absence may affect work responsibilities.
• Dependability and Accountability – Follows instructions, responds appropriately to management direction, takes responsibility for assigned duties, keeps      commitments, and completes work within established deadlines.
• Planning and Organization – Prioritizes responsibilities effectively, manages time efficiently, and maintains organized records and documentation.
• Accuracy and Attention to Detail – Demonstrates a high level of accuracy and thoroughness when processing invoices, entering financial information, maintaining vendor records, and reviewing supporting documentation.
• Productivity – Meets established productivity expectations, manages a high volume of transactions, completes assignments timely, and maintains accuracy while working efficiently.
• Confidentiality – Maintains the confidentiality of financial, vendor, employee, and company information and uses appropriate discretion when handling sensitive information.
• Continuous Improvement – Identifies opportunities to improve Accounts Payable processes, recordkeeping, communication, and workflow efficiency and communicates recommendations appropriately.
• Safety and Security – Follows established workplace safety and security procedures, reports potentially unsafe conditions, uses equipment appropriately, and maintains a clean and organized work area.

· Bilingual Communication – Bilingual proficiency in Spanish is a plus but not required.

Demonstrated experience or education requirements:   

· High school diploma, GED, or equivalent required. 

· Minimum of three (3) years of Accounts Payable experience required.

• Microsoft Office (Excel) and 10 key 
• Ability to work independently, and as a part of a collaborative team 
• Ability to prioritize deadlines & projects, including coordinating the efforts of multiple contributors, and establish time frames for completion of projects and assignments. 
• Willingness and ability to embrace and follow the Company Handbook. 
• Ability to interact constructively and employees at all levels, upper management, owners, and community members, with diverse personalities and cultures, exercising sensitivity, tact and diplomacy with an emphasis on flexibility, customer service and professionalism.
• Ability to communicate clearly and effectively, orally and in writing, including effective writing skills to prepare correspondence, various documents and reports, and email with knowledge of correct usage of English language, grammar, punctuation, and spelling.
• Willingness and ability to meet Company and department standards for attendance. 
• Demonstrated proficiency with Windows operating systems and related business and communication software and demonstrated ability to learn and use various campus administrative computing systems and applications including but not limited to Excel with the ability to update and expand skills as needed.

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