Accounts Payable Specialist

Job Summary: The Accounts Payable (AP) Specialist, is responsible for processing all invoices received for payments and for undertaking the payment of all creditors in an accurate, efficient and timely manner. This will involve compiling and maintaining accounts payable records, while also providing clerical and administrative support as needed. We are looking for an objective Accounts Payable Specialist who combines a solid understanding of basic bookkeeping and accounts payable principles, with strong analytical and problem-solving skills. The AP Specialist is highly organized, detail-oriented, and possesses the ability to effectively work both independently and in a team setting. It is also important to display excellent verbal and written communication and interpersonal skills, as well as the ability to work well under pressure in a fast-paced environment.

Job status: Non-Exempt

Reporting Structure: The AP Specialist is supervised by and reports to the Assistant Controller.

Physical Factors: The AP Specialist position requires sitting or standing for long periods working on the computer or at a desk is required. Also, light lifting may be necessary.

Working Conditions: The AP Specialist position is full-time, working from 7:30 to 4:00 p.m. in the North Haven office Monday through Friday. Occasional overtime may be required to meet the needs of the business.

Essential Functions/Competencies:

• Direct the flow of vendor invoices delivered via USPS or by Email.
• Populate and post vendor invoices and credit card charges within ERP system (Spectrum).
• Work with Project Administrators and Project Managers to ensure data entry of Subcontracts and Purchase Orders are accurate to allow for processing of corresponding vendor invoices in the Spectrum.
• Manage document imaging of vendor invoices within Spectrum.
• Follow up as needed to ensure timely approval of invoices.
• Process vendor invoice payments as directed by Assistant Controller.
• Track Credit card balances and process monthly payments as directed by Assistant Controller.
• Maintain electronic and paper files corresponding to A/P.
• Maintain Vendor Data base.
• Make recommendations to take advantage of Vendor Discounts.
• Prepare and maintain Waiver of Lien Documentation as needed.
• Request and maintain W-9’s for all Vendors as needed.
• Populate required fields in database to ensure 1099’s are generated as needed.
• Field calls from Vendors regarding payment status.

Knowledge and Skill Requirements:

• Solid PC skills with a comfort level working in ERP Systems; including knowledge of Microsoft 365 with a proficiency in Excel.
• Knowledge of accounting software programs.
• Knowledge of accounting principles related to accounts payable and accounts receivable.
• Experience in the Construction Industry is preferred, but not required.
• Effective communication and interpersonal skills. Ability to maintain positive working relationships with individuals at all levels of the organization and with customers, suppliers and vendors engaged in or seeking to do business with the organization.
• Ability to interpret and respond to feedback and resolve conflicts and issues professionally.
• Ability to manage multiple projects & responsibilities.
• Attention to detail.
• Strong oral and written communication skills.
• Ability to work as part of a team.
• Ability to maintain confidentiality and demonstrate trustworthiness and discretion with many types of confidential information.

Qualifications

• Bachelors or Associates Degree is preferred, but not required.
• 3-5 years experience applying accounting and bookkeeping principles in a business environment.

*The contents of this job description are subject to change as deemed necessary by management in order to meet the needs and goals of the business.

AA/EOE

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person