Accounts Payable Specialist

JOB SUMMARY

The Accounts Payable Specialist manages and processes payments to vendors and suppliers, ensuring efficient and timely payment of all invoices.  Reconciles and issues checks related to employee expense reports and company credit cards. 

RESPONSIBILITIES AND DUTIES

Primary Responsibilities:

• Process payments, verify entries, and reconcile all incoming invoices.
• Verify vendor accounts and invoices.
• Perform account reconciliations for all accounts payable and vendor statements.
• Charge expenses to the appropriate general ledger cost centers by analyzing invoices and expense reports and entering data in the accounting software.
• Prepare reports for expenses related to all Head Start/Early Head Start/Childcare Partnership Programs.
• Reconcile and process payments for credit card accounts and employee expense reports.
• Identify and resolve discrepancies in purchase orders, invoices, or payments.

Secondary Responsibilities:

• Ensures compliance with relevant financial and company policies and procedures.
• Collaborate with internal departments and respond to vendor inquiries.
• Provides documentation and explanations as required for audits.
• Assists with month-end closing processes.
• Maintains historical records.
• Satisfactory completion of mandatory trainings.
• Additional duties as assigned.

QUALIFICATIONS

Education and Experience:

• High School Diploma, GED, or equivalent required
• Minimum 2 years’ experience in accounts payable or similar position.
• Bachelor’s degree in accounting, finance, or related field preferred.

Skills and Abilities: 

• Advanced competency in accounting and business management software.
• In-depth knowledge of accounts payable principles, accounting standards, and industry regulations.
• Demonstrates strong attention to detail
• Strong organizational skills.
• Proficient in Microsoft Office Suite

Physical Demands:

• Required to sit for prolonged periods of time.
• Tasks such as typing, answering phone calls, and handling paperwork require frequent use of hands, fingers, and arms.
• Close visual acuity is needed for computer work, reading documents, and seeing details on screens.

Application Requirements:

• Physical examination record or pass physical examination by a CAO physician
• Completion of the following documents:
  • CAO Employment application
  • NYS SCR Clearance Form with acceptable clearance
  • Criminal Record Certification and free of criminal convictions of crimes against children (misdemeanor or felony)
  • Fingerprinting required.
  • Release for Reference Checks

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.