Accounts Payable Specialist

Summary : Responsible to act in accordance with the policies set forth in the current procedures and manuals. Provide assistance to the Accounting department

Essential Duties and Responsibilities include the following; others may be assigned :

• Improve work methods and tooling
• Ensure an accurate and timely monthly, quarterly and year end close of Accounts Payable
• Prepare any journal entries that may need to occur at month end and provide to Staff Accountant / Accounting Supervisor
• Keep work area clean and orderly
• Manage one’s own time efficiently
• Evaluate self work to ensure compliance with work instructions and standards
• Check AP with ledger to make sure payments and invoices are posted daily
• Enter AP and check invoices with POs to ensure correct pricing / qty
• When entering invoices into system, verify that the remit to address is current. Notify the Staff Accountant / Accounting Supervisor of any changes
• Assist with customer calls for receipt requests
• Scan and attach all invoices into the appropriate file folder and in the ERP system
• Select all invoices that will be paid weekly and provide excel worksheet to Staff Accountant / Accounting Supervisor for approval
• Process checks for outgoing mail
• Scan copies of all checks and file into appropriate file folder in accounting drive
• Assist in answering phone at front desk
• Work un-invoiced receipts report on a monthly basis
• Verify accuracy of billing and revise any errors
• Follow up on NMR’s on a monthly basis
• Reconcile itemized statements, bills, or invoices and record amounts due for items purchased or services rendered
• Keep records of invoices and support documents
• Resolve discrepancies in accounting records
• Verify signatures and required information on checks and other documents
• Prepare monthly use tax schedule
• Operate computers programmed with accounting software to record, store and analyze information
• Check figures, postings and documents for correct entry
• Debit, credit, and total accounts on computer spreadsheets and database
• Operate 10 key calculators, computer, postage meter and copy machines to perform calculations and produce documents
• Comply with federal, state and company policies, procedures and regulations
• Compile statistical, financial accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses
• Reconcile or note and report discrepancies found in records
• Read and answer email on a continuous basis.
• Intermediate use of  Microsoft Outlook, Word and Excel
• Intermediate use of visual MRP system
• Assist AR as needed
• Reconcile Fixed Asset accounts on a monthly basis. Submit schedule to outside accounting firm quarterly. Follow up with any questions they may have.
• Pull data from online sources and reconfigure in Excel for approval and input into ERP system
• Audit vendor files to ensure W9 forms are on file for every vendor
• Send out 1099 forms yearly
• Process employee expense reports through Concur daily
• Assist employees with questions or problems when using Concur

Other duties as assigned

“Equal Opportunity Employer / Protected Veteran / Disability”

Requirements

Qualifications : To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements :

Key Competencies :

Education and / or Experience : High school diploma or general education degree (GED). 2-3 years AP experience preferred, Associates Degree preferred