Accounts Payable Specialist

Description

Position Summary:

Responsible for processing Accounts Payable invoices and weekly check runs including ACH payment and credit card processing, vendor management, as well as providing support in purchasing, capital asset management, inventory management, and monthly journal entry processing.

Essential Duties and Responsibilities

• The following description is a general representation of the key duties and responsibilities of the position. 
• Data entry of Accounts Payable invoices. Ensures proper approvals and general ledger coding are provided and scans of supporting documentation are attached to invoices in our accounting system.
• Processes Accounts Payable checks on weekly basis. Uploads list of checks to bank.
• Processes ACH payments.
• Maintains Accounts Payable files, including capital expenditure paperwork, service contracts, and paid Accounts Payable invoices.
• Reviews submitted expense reports to verify supporting documentation and compliance with company standards.
• Maintains current W-9s for vendors subject to 1099 reporting and processes 1099s at year end.
• Maintains business reply mail spreadsheet and outgoing postage totals, prepares monthly postage reports and journal entries. Prepares other monthly journal entries as needed.
• Provides backup support for Purchasing, including ordering office and janitorial supplies.
• Monitors in-house inventory of stationery, personal protective equipment, and break room supplies. Prepares monthly journal entry to allocate.
• Maintains list of current budgeted Capital expenses and data entering of Fixed Assets.
• Monitors company credit card portal, downloads receipts to attach, and enters the monthly credit card charges into software.
• Monitors and reports on daily banking activity.

 General Responsibilities and Duties:

• Maintains vendor relations and follows up on disputes and discrepancies. 
• Provides mailroom  support as needed. Supervises use of the postage machine, trains employees on use, and keeps machine in running order. Assures mailroom supplies are available.
• Maintains insurance folder in shared drive, reports vehicle accidents, and provides proof or certificates of insurance when requested.
• Assists in other duties as assigned. 

Requirements

Previous Experience that is necessary to qualify for this position:

• High school diploma required.
• Associate degree or some college level courses preferred.
• Word and Excel software experience is required.
• Knowledge of purchasing and/or accounting software a plus.
• A clear understanding of basic accounting principles.
• Customer Service experience is essential.

Essential Physical Demands and Working Environment

• While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, keyboard and telephone;
• Specific vision abilities required by this job include close vision requirements due to computer work;
• Light to moderate lifting is required, up to 25 pounds;
• Regular, predictable attendance is required; 
• Moderate noise (i.e. business office with computers, phone, and printers, light traffic);
• Ability to work in a confined area;
• Ability to sit at a computer terminal for an extended period of time;
• Work environment is stressful at times.

REPORTS TO AND EVALUATED BY: Purchasing, Accounts Payable and Capital Assets Manager