Accounts Payable Specialist

Itasca Bank & Trust Co. is an independently owned, local community bank with locations in Itasca and Roselle. Itasca Bank values its staff. Our most important assets are the people - customers and employees. For over 75 years the Bank has been a responsible citizen and community leader because it respects the values of its past when making decisions that shape its future. Without a dedicated and responsible staff, we can't serve customer needs and remain a responsible corporate citizen. Itasca Bank has been voted Best of the Best/Top Pick by the Daily Herald Readers since 2016, which reflects our dedication to quality service, high standards, and responsiveness to customers and employees alike. Itasca Bank is a responsible employer dedicated to the health and safety of employees and works to maintain diversity in both its workforce and the vendors it uses. We encourage our employees' participation in community and civic activities which lead to better communities, and a positive workplace environment where a work/life balance is encouraged.

Essential Functions

Process invoices, employee reimbursements, and vendor payments across multiple payment methods.

Review expense coding, obtain approvals, and maintain accurate general ledger classification.

Reconcile accounts payable activity and resolve discrepancies such as duplicate payments or past due items.

Place stop payments, void, and reissue payments for lost or checks outstanding on a prolonged basis, as needed.

Perform invoice and disbursement research, and vendor payment history reporting as requested by departments, as needed.

Pay bank-owned vehicle registrations, replenish bank auto/fuel usage in internal DDA, and pay bank property taxes.

Maintain vendor master file and documentation for ACH payments.

Support annual 1099 and IRS 945 reporting, as well as quarterly sales tax filings.

Serve as primary contact for vendor inquiries and payment research.

Monitor designated bank accounts for unusual or fraudulent transactions.

Manage vendor-related A/R items, refunds, and open invoice tracking.

Oversee ordering and inventory of office supplies on behalf of departments.

Prepare documentation and reports for internal/external audits and examinations.

Contribute to the development and improvement of accounts payable policies, procedures, and internal controls.

Sort daily bulk mail received from the Post Office for various departments of the Bank.

Provide backup for courier services between branch facilities as needed.

Assist with ad-hoc projects and reporting requests from departments.

Process and scan reports to Fiserv Director (cold storage system) for document storage and retrieval.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones.

Physical Demands

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

Position Type/Expected Hours of Work

This is a full-time non-exempt position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Required Education and Experience

Minimum 2 years of accounts payable or general accounting experience, ideally within a financial services or community bank environment.

Proficiency in general ledger systems, account reconciliations, and internal controls.

Proficiency in vendor management, invoice processing, and 1099/IRS reporting requirements.

Working knowledge of sales tax, backup withholding, and regulatory compliance for accounts payable.

Exposure to fraud detection practices and monitoring for unauthorized transactions.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook and Teams).

Ability to learn and adapt to accounting and banking systems; prior use of Fiserv or similar core systems preferred.

Strong aptitude for data entry accuracy, financial reporting, and maintaining audit-ready records.

High attention to detail with strong organizational and time-management skills.

Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Strong problem-solving and analytical skills, with the ability to investigate and resolve discrepancies.

Capacity to work independently with minimal supervision while collaborating effectively across departments.

Excellent verbal and written communication skills, including professionalism in vendor and internal interactions.

Integrity and discretion in handling confidential financial information.

Preferred Education and Experience

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

Experience with the Bank's core system provider, Fiserv, and the Fiserv Prologue Financials software application suite (GL, AP, Fixed Assets, Prepaids, Accruals).

Prior banking experience with exposure to regulatory requirements, audits, or examiner requests.

Knowledge of best practices in process improvement and efficiency within accounts payable functions.

AAP/EEO Statement

Itasca Bank & Trust Co. is an Equal Opportunity and Affirmative Action employer Minority/Female/Disabled/Veteran/Gender Identity/Sexual Orientation.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.