Sr Accounts Payable Specialist

Summary:

Under the general supervision of the Chief Financial Officer and the direct supervision of the Comptroller, the Senior A/P Specialist processes vendor invoices, issues timely payments, maintains the accurate financial records, in accordance with Commission policies and procedures. 

Minimum Experience and Abilities:

• Candidates must possess an associate degree, preferably in Accounting or Business Administration, from an accredited college or university and have a minimum of five (5) years of Accounts Payable experience. In lieu of a degree, candidates must have at least ten (10) years of Accounts Payable experience.
• Candidates should have strong analytical, communication, and organizational skills, with keen attention to detail. Experience with ERP systems and proficiency in Microsoft Excel are preferred.

Role and Responsibilities

• Review and verify vendor invoices for accuracy, completeness, and proper authorization prior to processing.
• Process purchase order and direct-pay invoices in the ERP system accurately and timely.
• Prepare and process vendor payments in accordance with established procedures.
• Reconcile vendor statements and promptly resolve invoice and payment discrepancies.
• Respond to vendor inquiries regarding payment status, account balances, and invoice-related matters.
• Maintain accurate and organized accounts payable records and supporting documentation.
• Monitor payment schedules to ensure timely disbursements and compliance with payment terms.
• Assist with month-end and year-end closing activities, including the accrual of operating and capital expenditures.
• Ensure compliance with organizational policies, procedures, internal controls, and accounting standards.
• Maintain vendor master files, including W-9 forms and other required documentation.
• Prepare and submit annual Form 1099 filings in accordance with IRS requirements.
• Generate accounts payable reports and provide supporting documentation for annual audits and financial reviews.
• Collaborate with other departments to resolve purchasing, receiving, invoicing, and payment-related issues.
• Research accounts payable issues and provide recommendations to the Chief Financial Officer and Comptroller.
• Perform other related duties and special projects assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must have a strong working knowledge of accounting principles and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Accounting, Financial and Budget Skills:

Knowledge of generally accepted accounting procedures and principles.

Knowledge of accounting procedures and methods, and the ability to apply them to difficult or complex transactions. 

Ability to prepare financial and accounting records.

Ability to analyze, consolidate, and interpret accounting data.

Ability to compile, organize, interpret, and communicate accounting data and results in a concise format.

Communication / Interpersonal Skills:

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skill in editing documents for correct grammar.

Skill in communicating effectively in writing as appropriate for the needs of the audience.

Skill in talking to others to convey information effectively. 

Ability to listen to and understand information and ideas presented through spoken words and sentences.

Ability to read and understand information and ideas presented in writing.

Ability to communicate effectively in both oral and written form.

Computer Skills:

Skill in the use of standard office equipment and software.

Skill in using computer applications including spreadsheet, database and word processing software.

Skill in using analytical software tools, data analysis methods, and other computer applications.

Ability to operate office machines, including adding machine, calculator, and personal computer.

Ability to operate personal computer with a general understanding of application software and understanding of the internet.

Reasoning, Analytical, and Problem-Solving Skills:

Skill in collecting and analyzing complex data.

Skill in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Ability to apply general rules to specific problems to specific problems to produce answers that make sense.

Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Ability to analyze complex information and develop plans to address identified issues.

Ability to recognize, analyze, and solve a variety of problems.

Ability to analyze and solve work related problems.

General Skills:

Skill in completing assignments accurately and with attention to detail.

Ability to work under pressure and meet close deadlines.

Ability to set priorities and complete assignments on time. 

Ability to analyze, organize, and prioritize work while meeting multiple deadlines.

Ability to analyze and prepare documents, reports, and correspondence.

EDUCATION and/or EXPERIENCE

• Candidates must possess an associate degree, preferably in Accounting or Business Administration, from an accredited college or university and have a minimum of five (5) years of Accounts Payable experience. In lieu of a degree, candidates must have at least ten (10) years of Accounts Payable experience.
• The candidate should have strong analytical, communication, and organizational skills, with keen attention to detail. Experience with ERP systems and proficiency in Microsoft Excel are preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

 Possession of a valid New Jersey or Pennsylvania driver’s license required.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL NOTES: