Accounts Payable Specialist

Job Description

Job Title: Accounts Payable Specialist

Department: Office

FLSA: Non-Exempt

General Function

The Accounts Payable Specialist responsibilities include: managing the company’s accounts payable processes, verifying, and reconciling vendor invoices and payments. Ensure accuracy, maintain vendor relationships, and enforce financial compliance. 

Core Competencies

• Attention to details / accuracy

• Time management

• Results oriented

• Vendor and Customer focused

• Professionalism

Reporting Relations

Accountable and Reports to: Vice President, Controller.

Cooperative Relationships with: Human Resources Manager, Purchasing Department, and other key staff members

Positions that Report to you: None

Primary Duties and Responsibilities:

• Maintaining and ensuring food safety. Report any food safety deviations to your supervisor immediately.

• Reports to work when scheduled and on time. Adheres to company policies and departmental guidelines.

• Maintaining relationships and responding to vendor inquiries regarding payment status and invoice requests.

• Reviewing and verifying vendor invoices for accuracy and proper authorization

• Three-Way Matching - Comparing invoices against purchase orders and receiving documents to ensure accuracy.

• Disbursement Execution - Preparing and processing payments via check and ACH

• Month-End Close - Assisting the Controller with month-end closing activities, including preparing AP accruals.

• Assisting with year-end 1099 form processing and ensuring financial controls are strictly followed.

• Provide supporting documentation and assists with annual audit.

• Performs weekly and monthly reconciliations for all bank accounts. 

• Assists with weekly payroll adjustments

• Performs other job-related duties, special projects, and other duties as assigned by management.

• Assists with answering phones and operating the front entrance gates.

Knowledge, Skills, Abilities, and Worker Characteristics:

• Excellent verbal communication and interpersonal skills.

• Attention to detail, follow through, and proven organizational skills.

• Ability to handle confidential information

• Proven leadership and supervisory skills.

Education and Experience:

• High School Degree.

• B.S on related field preferred.

• 1 years’ experience in Office management or similar management field required.

Physical Requirements:

• This is considered a semi-skilled position.  Frequent to constant handling, grasping of paper, constant listening, talking, hearing, writing, seeing, reading, dealing with people, influencing others, evaluating information and supervising.

Working Conditions:

• Office (climate controlled)

• Daily contact occurs with employees and vendors.

• Frequent deadlines exist while handling multiple tasks.

Equipment Used to Perform Job:

Photocopier, office telephone system, Microsoft Office suite