Accounts Payable Specialist
This position is responsible for processing the day-to-day vendor invoices and payments.
RESPONSIBILITIES:
• Analyze invoices to ensure quantity and price match to PO and receipt or verify proper account distribution and level of approval. Ensure payments are made to the correct supplier in the proper amount.
• Coordinate with purchasing, receiving and managers to resolve invoice to PO discrepancies.
• Communicate with managers to obtain approval before processing invoices with no PO.
• Key invoice data into various accounting or enterprise resource planning (ERP) systems accurately within 48-hours of receipt.
• Diligently follow up to obtain approvals and resolve exceptions; escalate issues as appropriate.
• Responsible for ensuring timely payment to all assigned suppliers for all assigned locations.
• Serve as a contact for staff and supplier payment inquiries and issues. Find solutions for complex issues.
• Complete vendor statement reconciliations and resolve discrepancies.
• Process AP payment proposals for checks and ACH payments. Distribute checks appropriately.
• Maintain monthly tracking sheet of recurring vendor payments and download invoices from supplier websites. Ensure all recurring payments are paid on time. Add new suppliers to the tracking sheet and remove discontinued accounts.
• Ensure cooperative and productive working relationships with all staff and supplier contacts.
• Maintain electronic vendor documents including saving invoices and W-9 forms.
• Assist with developing and maintaining AP process documentation.
• Actively participate in implementation of new ERP software initiatives.
• Support various process improvement initiatives and proactively identify new opportunities that could have company-wide impacts.
REQUIREMENTS:
• Associates degree with emphasis in accounting, or minimum of 3-5 years AP experience is preferred.
• Working knowledge of Accounts Payable three-way match practices, purchase orders, and payment terms.
• Working knowledge of basic accounting procedures and principles.
• Experience in 10-key data entry, Microsoft Office and other general office equipment is required.
• Knowledge of accounting and ERP computerized software.
• Experience with the set up and maintenance of the vendor master file including a general understanding of Federal IRS reporting requirements.
• Experience in a multi-location company with electronic accounts payable processing.
• Ability to exchange, clearly and concisely: ideas, facts, and/or technical information and guidance, in person, by telephone, fax or correspondence.
• Ability to apply problem solving and analytical skills to find and resolve discrepancies.
• Proactive and highly organized; strong attention to detail is imperative.
• Self-directed and independent.
• Must be a team player with the ability to multi-task.
• Strong communication skills both written and verbal.
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