Accounts Payable Specialist

DEPARTMENT OVERVIEW:

The Accounts Payable Specialist will review, reconcile, and pay multiple entity’s bills in a timely fashion. This requires not only understanding the accounting process but also working knowledge of a company’s operations.

POSITION OVERVIEW:

The Accounts Payable Specialist sets up new vendors with all the correct documentation, receives vendor invoices and routes them to the appropriate manager for approval. Once vendor invoices have been approved or match to a purchase order, they will voucher in our ERP system and cut bi-weekly check and ACH runs per Vendor’s terms. They monitor discount opportunities to ensure the company receives the discount. Process bi-weekly company credit card expenses and emails to the appropriate manager for approval. They also run accounts payable reports for month end and year end process.

Essential Functions

• Review invoices for appropriate documentation prior to payment.
• Perform invoice and general-ledger data entry.
• Execute credit card reconciliation.
• Invoice purchase orders once received.
• Following good record keeping for approved invoices already vouchered.
• Obtain and print signatures on all checks.
• Support other departments with researching expenses.
• Run monthly Vendor Aging and Received Invoice Pending reports.
• Run yearly 1099’s to correct vendors verifying federal id numbers.
• Vendor relationships.
• Assist Accounting Supervisor/Manager as needed.

Competencies

• Problem Solving - Works well in group problem solving situations.
• Interpersonal – Focuses on solving conflict, not blaming. Maintains confidentiality. Listens to others without interrupting. Keeps emotions under control. Remains open to others’ ideas and makes suggestions of ideas to better policies and procedures.
• Oral Communication – Listens and gets clarification. Responds well to questions.
• Teamwork - Balances team and individual responsibilities; Contributes to building a positive team spirit; Able to build morale and group commitments to goal and objectives. Supports everyone's efforts to succeed; Ability to work well with all team members.
• Ethics - Treats people with respect; Works with integrity.
• Communication – Must be able to read and write in Spanish.
• Support Company Vision - Follows policies and procedures; Supports company's goals and values. Leads by example.
• Adaptability - Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.
• Planning/Organizing - Uses time efficiently.
• Quality - Demonstrates accuracy and thoroughness.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security –Reports potentially unsafe conditions. Uses equipment and materials proper. Keeps work area clean and organized.

Demonstrated experience or education requirements:

• High school diploma, GED, or equivalent and preferred previous accounts payable experience but not required
• Microsoft Office (Excel) and 10 key
• Ability to work independently, and as a part of a collaborative team
• Ability to prioritize deadlines & projects, including coordinating the efforts of multiple contributors, and establish time frames for completion of projects and assignments.
• Willingness and ability to embrace and follow the Company Handbook.
• Ability to interact constructively and employees at all levels, upper management, owners, and community members, with diverse personalities and cultures, exercising sensitivity, tact and diplomacy with an emphasis on flexibility, customer service and professionalism.
• Ability to communicate clearly and effectively, orally and in writing, including effective writing skills to prepare correspondence, various documents and reports, and email with knowledge of correct usage of English language, grammar, punctuation, and spelling.
• Willingness and ability to meet Company and department standards for attendance.
• Demonstrated proficiency with Windows operating systems and related business and communication software and a demonstrated ability to learn and use various campus administrative computing systems and applications including but not limited to Excel with the ability to update and expand skills as needed.
• knowledge of data entry skills.
• Knowledge of basic accounting