Accounts Payable Specialist

ACCOUNTS PAYABLE SPECIALIST

Responsible for managing and executing the organization's accounts payable functions, including processing invoices with Purchase Orders, reconciling vendor statements and ensuring timely reports to the President or CFO of this Company. It is essential to maintain accurate financial records while building strong relationships with our vendors. This position typically works within the accounting department and collaborates closely with other departments such as operations and their associated employees. You must be familiar with job cost accounting. Construction accounting will be plus.

Invoice Processing

Review and verify the accuracy and completeness of vendor invoices and supporting documentation.

• Verify appropriate authorization and coding for all invoices.
• Match invoices with purchase orders and receiving documents.
• Enter invoices into the accounting system; purchase order entry, receiver entry, invoice entry and payment processing.

Payment Management

• Schedule and process payments, including checks and ACH payments.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address and resolve payment discrepancies and issues with vendors.

Account Reconciliation

• Reconcile vendor statements monthly to ensure accounts are accurate and up to date.
• Investigate and resolve outstanding balances or discrepancies.
• Assist with month-end closing activities, including reconciliations and accruals.
• Maintain detailed records of transactions and reconciliations.

Compliance and Documentation

• Ensure compliance with company policies, internal controls and regulatory requirements.
• Maintain manual (paper) organized records of invoices, payments and other accounts payable documentation.
• Assist with audit preparation by providing required documentation and explanations.

Process Improvement

• Identify and recommend improvements to accounts payable processes.
• Collaborate with the finance department to streamline workflows and enhance efficiency.
• Stay updated on best practices, changes in accounting regulations and technological advancements related to accounts payable processes.

REPORTING RELATIONSHIPS

POSITION REPORTS TO: The Chief Financial Officer (CFO).

POSITION(S) SUPERVISED: CFO

QUALIFICATIONS

EDUCATION

• High school diploma or equivalent
• Associate or bachelor’s degree considered a plus.

REQUIRED KNOWLEDGE

• Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle, Viewpoint) and Microsoft Office 365 including Excel and Outlook

EXPERIENCE REQUIRED

• Proven experience as an accounts payable clerk or similar role
• Familiarity with Enterprise Resource Planning systems and job cost accounting software is preferred
• Job cost and construction accounting experience a plus.

SKILLS & ABILITIES

• Excellent communication and interpersonal skills for effective interaction with vendors and internal stakeholders
• Strong attention to detail and accuracy
• Exceptional ability to maintain paper files.
• Excellent organizational and time management skills
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Effective written and verbal communication skills
• Ability to work independently as well as collaboratively within departments.
• Must be able to lift boxes of office supplies, etc. weight up to 25 pounds.