Accounts Payable Purchasing

The overall responsibility of this position is to act as the primary person in the finance department to process timely accounts payable transactions and purchasing related activities. This role involves coding, verifying, auditing, and processing invoices and purchase orders (POs) for accuracy, completeness, and compliance with internal controls and procedures.

The Accounts Payable Purchasing Specialist will receive, process, and voucher accounts payable documents into the accounting system, ensuring that all transactions are recorded accurately and in a timely manner. Weekly processing of ACH and check payments into the accounting system is a key responsibility.

The employee will create purchase orders for the procurement of materials, products, and services, and will match receiving records to authorized purchase orders while reviewing the accuracy of charges. Additionally, the role requires reviewing open purchase orders and resolving any discrepancies with the purchasing agent or buyer.

The position also entails filing and scanning all accounts payable and purchase order documents, maintaining accurate vendor files, and ensuring accurate general ledger coding by auditing accounts payable transactions. The specialist will be responsible for managing accounts payable and purchasing email boxes, assist in conducting account analysis and reconciliation, preparing month-end accruals, and supporting year-end audit requests.

Furthermore, the preparation and submission of 1099 forms annually is part of the job, along with supporting other team members as needed and handling other projects and duties as assigned.

Responsibilities ----------------

• Code, verify, audit and process invoices and POs for accuracy, completeness and compliance with internal controls and procedures
• Receive, process, and voucher accounts payable documents into the accounting system
• Weekly processing of ACHs and wire payments into the accounting system
• Weekly outbound checks and ACH's
• Create purchase orders for the procurement of materials/products/services
• Match receiving records to authorized purchase orders and review accuracy of charges
• Review open purchase orders and resolve with purchasing agent/buyer
• Filing/scanning of all accounts payable and purchase order documents
• Maintain accurate vendor files
• Ensure accurate GL coding by auditing accounts payable transactions
• Manage accounts payable and purchasing email boxes
• Conduct accounts payable & purchasing related account analysis and reconciliation
• Assist in preparing month end accruals
• Support with year-end audit requests
• Prepare and submit 1099s annually
• Support other team members as needed
• Handle other projects and duties as assigned

Backup for audit/review & process of Concur expense activity Other duties may be assigned.

Requirements ------------

To perform the job successfully, an individual should demonstrate the following competencies:

• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality
• Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly

Supervisory Responsibilities ---------------------------

This job has no supervisory responsibilities.

Language Skills ----------------

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of customers or employees of organization

Mathematical Skills -------------------

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume
• Ability to apply concepts of basic algebra and geometry

Reasoning Ability -----------------

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations

Physical Demands -----------------

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment -----------------

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually quiet. There may be occasions where the employee will be on the shop floor which may be noisy.