Accounts Payable Specialist

Position Purpose:

The role of Accounts Payable Specialist is instrumental in maintaining accurate financial records and superior customer service to our business customers. The primary responsibilities of the position include executing precise 3-way matching and processing purchase orders, resolving credit and inventory discrepancies in an efficient and timely manner, and consistently working towards enhancing departmental efficiency through thorough data analysis and creation of standard operating procedures. Given the multi-tasking and customer-facing nature of the role, exceptional communication skills, ability to pivot tasks in a dynamic environment, and strong attention to detail are fundamental in delivering service excellence.

Key Responsibilities:

• Engage in three-way matching and process purchase orders accurately and efficiently for an operation exceeding $100MM, identifying and resolving any discrepancies in inventory and credit.

• Investigate and analyze credit and inventory discrepancies within the Accounts Payable department, delivering timely and exact solutions.

• Formulate and maintain standard operating procedures (SOPs) for accounts payable processes, employing data analysis to enhance efficiency.

• Deliver superior customer service by resolving any issues involving vendors, customers, and employees in a professional and prompt manner.

• Manage multiple tasks in a fast-paced environment, maintaining high levels of accuracy and attention to detail.

• Employ comprehensive knowledge of accounts payable processes and procedures to ensure accuracy and compliance.

• Utilize a range of mathematical computations such as percentages, fractions, addition, subtraction, division, and multiplication in a timely and accurate manner.

• Foster the culture of “Make Money, Have Fun, Give Back!” within the Company community, embodying the values of service excellence, accuracy, and teamwork.

Direct Manager Direct Reports:

• The Accounts Payable Specialist will report directly to the Accounts Payable Manager. In this role, you will be responsible for managing the entire accounts payable process, ensuring the accuracy of documentation, and resolving discrepancies in a timely manner.

• You will not have any direct reports in this role. You will work collaboratively with your peers in the Accounts Payable department, as well as cross-functionally with other department teams. Communication and information sharing with the Accounts Payable Manager, other department managers, and teams will be a critical aspect of this role. This is an individual contributor role with no direct report management duties, but with a high degree of responsibility and accountability for accuracy and timeliness in the Accounts Payable function.

Travel Requirements:

• The Accounts Payable Specialist position does not necessitate any business travel, as all duties are to be fulfilled at the company's corporate office located in McKinney, TX.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to perform the primary functions of the Accounts Payable Specialist job successfully.

• The associate is predominately required to sit or stand in a stationary position while operating a computer or related office equipment to complete tasks. Prolonged periods of seated tasks and high levels of concentration may be required. This position frequently requires employees to reach with hands and arms, talk, or listen.

• The employee may occasionally be required to move about the office and lift, carry or move light objects up to 20 pounds. The employee is largely expected to observe, read, write, and communicate while accessing, inputting, and retrieving computer data.

• Visual acuity is necessary to audit and transcribe figures accurately, view a computer terminal, and read and understand written information. Hearing is needed to communicate effectively with individuals in person and by phone.

• These physical requirements are consistent with those necessary for an office environment, and reasonable accommodations for individuals with disabilities can be made to enable them to perform the principal responsibilities competently and efficiently.

• All aspects of business and professional interactions are expected to be conducted in compliance with Americans with Disabilities Act (ADA). Should any applicant or employee require specific accommodations to meet these physical requirements, please inform Human Resources promptly for assistance in making suitable arrangements.

Working Conditions:

• As an Accounts Payable Specialist, you will work onsite at our corporate office located in McKinney, TX. Your workspace will be a professional office environment equipped with modern sit/stand desk capabilities, conducive to focusing on tasks that require high attention to detail. You can expect a very active, fast-paced setting that uplifts a steady workflow. This high-volume work climate obligates that you demonstrate an ability to adeptly prioritize and manage multiple tasks concurrently while maintaining excellence in execution. You must be able to swiftly pivot from task to task as needed, continually exhibiting commitment to service excellence towards customers, vendors, and fellow employees. The job does necessitate the ability to sit or stand for extended periods of time. As the position is pivotal to the financial functioning of our thriving $100MM+ business, it is fundamentally deadline-driven. Hence, we advocate a culture that underscores accuracy, timeliness, and an enthusiastic attitude towards our prized mantra: “Make Money, Have Fun, Give Back!” Expect collaboration and interactions with a diverse team of professionals committed to the same values, thereby promoting a work milieu that truly embodies the ethos of the Company.

Minimum Qualifications:

• Proficient in Microsoft Suite (Outlook, Excel, Word).

• Highly adept at using internet tools for research and navigation.

• Experience in working with advanced Accounts Payable software.

• Understanding of electronic data interchange and contract management software a plus.

• Conversant with standard purchase ordering processes and system.

• Proficient with managing large electronic databases and enterprise resource planning systems.

• Familiarity with cloud-based financial management software.

Preferred Qualifications:

• Ability to mobilize cross-functional teams and personal networks to achieve objectives.

• Proven knowledge and application of comprehensive Accounts Payable practices and a strong competency in GAAP.

• Bachelor's degree in Accounting, Business Management or Finance.

• Advanced Excel skills, including the ability to use formulas, create pivot tables and conduct multi-criteria lookups.

• Proficiency in accounting software such as QuickBooks, SAP or similar.

• Demonstrated experience in effectively managing multiple projects concurrently with high accuracy.

• AP certification from the American Payroll Association.

• Experience in interpreting and executing Accounts Payable department strategies and policies.

• Strong analytical thought process with a focus on detail-orientation and problem-solving capability.

• Proven ability to thrive within deadlines and produce precise, accurate work in a fast-paced, high-pressure environment.

• Strong verbal and written communication skills with a focus on being able to communicate complex information clearly and concisely.

• A mindset centered on continuous improvement and efficiency enhancement.

• Proactive attitude towards identifying and resolving issues before escalation becomes necessary.

• Proven track record of ethical standards and integrity.

• Highly proficient in managing stakeholder relationships and managing conflict efficiently.

• Proven ability to work independently, but also as a part of a team, toward the successful achievement of targets.

• Exhibit a professional, business-oriented and cordial demeanor with internal and external stakeholders.

• Demonstrated willingness to go "above and beyond" to ensure job tasks are completed accurately and timely.

• Possess an insightful understanding of financial impacts and implications, with strong prioritization skills.

• Exceptional organizational skills with the ability to handle multiple tasks simultaneously.

• Proven commitment to professional growth and self-improvement.

• Highly motivated, results-oriented, and with a strong desire to succeed.

Minimum Education:

• The minimum education requirement for the role of Accounts Payable Specialist is a high school diploma or equivalent.

Preferred Education:

• Beyond the minimum qualifications, a bachelor’s degree in Accounting, Finance, or a related field would be highly favored for the Accounts Payable Specialist role.

Minimum Years Of Work Experience:

• The incumbent for the Accounts Payable Specialist role must have at least 5 years’ experience performing analysis and research on credit and inventory discrepancies in an Accounts Payable department at a business with a financial turnover of $100MM or more.

Certifications:

• None Required.

• Certified Public Accountant (CPA) is a plus but not mandatory.

Competencies:

• Financial Analysis Skills: Ability to conduct credit and inventory discrepancy analysis in an Accounts Payable department of a business that exceeds $100MM in dealings is crucial. This also includes comprehensive knowledge of general accounts payable processes and procedures.

• Technical Proficiency: Competency in using different software like Microsoft Outlook, Excel, and Word is key. Navigating the internet efficiently and performing accurate mathematical computations are also important skills.

• Organizational Skills: The capability to prioritize tasks and switch between them promptly as needed in a time-critical environment.

• Attention to Detail: High level of accuracy with the ability to minimize error rates. Precision in performing 3-way matching and analyzing purchase orders are pivotal.

• Communication Skills: Excellent phone etiquette and written communication skills are vital for customer service and interaction with vendors, customers, and employees.

• Problem-Solving Skills: Aptitude for research, analysis, and prompt resolution of issues that may arise.

• Process Documentation: Experience in documenting and maintaining Standard Operating Procedures (SOPs) and using data analysis to improve efficiency.

• Teamwork & Independence: Ability to work both independently and collaboratively in a fast-paced, high-volume environment while maintaining accuracy and timeliness.

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