Position Summary

The Accounts Payable Specialist is responsible for the validation, processing, and filing of invoices and payments. The specialist must follow all internal AP procedures when performing tasks and will be assigned AP tasks by the AP manager, and assignments are subject to change as needed.

Position requires preparing and mailing checks, as well as verifying and procuring W-9 forms from vendors. Maintains files for all invoices, Accounts Payable payments, and tax information for vendors.

Responsibilities and Duties:

• Understands and is able to interpret all corporate policies related to Accounts Payables
• Process invoices and payments in compliance with AP policies and procedures
• Perform daily accounts payable transactions, including verifying, classifying, and recording data
• Reconcile the Accounts Payable Ledger to ensure that all bills and payments are accounted for and properly posted.
• Verify and investigate discrepancies, by reconciling vendor accounts and monthly vendor statements
• Generate reports detailing accounts payables status
• Understand expense accounts and cost centers
• Understands compliance issues related to Accounts Payable processes (W-9, sales tax, etc.)

Trade Vendors

• Receiving statements from vendors and reconciling these statements before making payments.
• Reconcile vendors’ accounts on monthly bases and ensure these accounts are current with no pending or old open balances.
• Reconcile EFT payments and book them in PDI accurately once issued
• Oversee large vendors’ accounts frequently to make sure these accounts are current and in good shape
• Maintain a schedule for vendors’ payments to track statements and make payments on time.
• Follow up with vendors when missing a statement and invoices
• Work with the operation to ensure processing invoices at the store level on time with no mistakes
• Oversee trade invoices archive and ensure invoices are archived at store level according to the procedure
• Provide the operation with reports addressing the issues with entering the invoices and follow up to get these issues resolved

Utilities

• Receive, review, process, and archive utility bills
• Audit and analyze the utility bills by using different analysis techniques
• Investigate any bills discrepancies or overcharges, and follow up until it’s resolved
• Make utility payments
• Maintain advanced utility tracking tool, and ensure all utilities are received, reviewed, and paid on time
• Create new utility accounts for new sites or when needed
• Manage the existing utility accounts and make accounts or service adjustments as needed
• Provide the operation with all support needed in regard to utility accounts and services

Expenses

• Process expense invoices and payments
• Manage all service contacts and maintain tracking tools to track payment dates and contract renewals.
• Receive and review maintenance invoices, request approval for these invoices, and make the payment
• Receive and review garages invoices and charges. Review and make the payment with respect to the internal procedures
• Receives and verifies expense charges. Make sure these charges are in compliance with corporate policies before booking them in PDI Education and Work Experience
• Bachelor’s Degree
• Minimum of two years’ experience in Accounts Payables
• Knowledge of Accounting and Management principles and Accounts Payable procedures.
• Proficiency with computers, especially business solutions and bookkeeping software.

Skill Set

• Good Communication, Presentation, and Public Speaking Skills
• Excellent Written Communication Skills
• Must possess Problem-Solving, Critical-Thinking and Analytical Skills
• Excellent Computer Skills including MS Excel Skills

Physical Demands and Work Environment

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

• While performing the duties of this position, the incumbent is regularly required to talk or hear.
• The employee frequently is required to use hands, fingers, handle or feel objects, tools, and controls.
• The employee is occasionally required to stand, walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually moderate and in an office setting.

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Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.