Accounts Payable Specialist

Position Summary

Under the direction of the Accounts Payable Supervisor and the Accounting Manager, the Accounts Payable Specialist is responsible for the review and compilation of accounts payable documents, filing documentation, processing payments, cash management, and any other functions deemed necessary by management.

Minimum Qualifications

Work Experience

Two years of specialized training and / or experience in accounts payable or bookkeeping required.

Education

High school graduate or equivalent preferred.

Certifications / Licensure

None required.

Job Specific Performance Standards

The duties listed below are a summary of the major essential functions of this position. The position may require other duties, both major and minor, that are not mentioned, and specific functions may change from time to time.

• Prepare, compile and review accounts payable documents in accordance with established corporate policy and procedures.  Maintains filing of accounts payable documents.
• Identifies and records appropriate vendor, account number, cost center and expense classification for invoices and vouchers.  Identifies inaccuracies in documents processed and performs the needed corrections and adjustments to ensure accuracy of disbursements.
• Make copies of invoices for staff accountants and other staff as needed.
• Reviews monthly vendor’s statements in order to maintain current balance and investigates any past due amounts.  Works with vendors to resolve discrepancies.  Maintains current balances to avoid service charges on past due amounts.
• Enters invoices, credit memos, and vouchers into computer for assigned corporations and processes payments according to vendor terms (take vendor discounts) and cash availability.  Ensures invoices, credit memos, and special vouchers have appropriate approvals.
• Resolves any discrepancies in accounts payable check runs and ensure checks are correct before issuance.  Prepares checks, manual and computer generated, in accordance with established policy and procedures, and prepares for distribution.  Prepares special demand checks as needed.
• Works with Purchasing and / or receiving departments to resolve MM / AP Interface problems. Maintains invoice discrepancy spreadsheets that are emailed to purchasing weekly.
• Identifies and addresses specific problems arising from inquiries from vendors, staff, and management and display ability to communicate with those making the inquiries.
• Reviews accounts payable accruals on a quarterly basis using aging report.  Requests copies of invoices or credit memos for accrual that may have been missed or not received. Verifies that accruals are accurate.  If not, notifies A / P Supervisor of any offset to correct the accrual and explain why offset is necessary.
• Provides information necessary for the Cash Reports to the Accounts Payable Supervisor.  Maintains balances for applicable cash accounts to protect against overdrafts and to assist in cash management.  Makes special deposits as needed.

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