Accounts Payable Specialist

POSITION SUMMARY

Perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.

Essential Functions Statement(s)

• Receives and sorts Accounting Mail daily 
• Manages and maintains Accounting Petty Cash box 
• Receives invoices and check requests 
• Reviews invoices and check requests for proper approval, accuracy, and backup if needed 
• Inputs any new vendors into the Accounting software, making sure that a W-9 form is received before any payment(s) is made. Vendors are input according to the set-up by the company 
• Verifies that check requests or invoices are not duplicates of what has already been received by checking in the Accounting software as well as in the Scanning software 
• Researches any past due amount for reason and for approval to pay, including communication with the vendors and/or other employees 
• Verifies that any recurring invoices are paid according to their schedule(s) 
• Inputs invoices into the Accounting software. The invoices are batched in the Accounting software, and after all invoices are entered, a listing is run of all the invoices entered in the batch and given to the Staff Accountant for review 
• After review, any invoices that need to be corrected are corrected and the invoices are then selected for payment. The invoices are then paid by printing checks, including checks from more than one bank account. Any checks requiring two signatures are then separated from the batch. All checks with the invoices are given to the appropriate person(s) for signatures 
• After the checks are returned with the signature(s), the Accounts Payable Specialist then makes sure all checks have been signed and if any corrections are needed, makes sure all corrections are completed. Then, the checks are separated, input into envelopes with any additional paperwork that may be required, and taken to the mail room for mailing 
• The Accounts Payable Specialist is also responsible for safeguarding checks, check registers, and other accounting related material 
• Makes Bank deposits and entries as needed 
• Responds to vendor requests as well as employee requests for information 
• Performs other duties as assigned 

POSITION QUALIFICATIONS

Competency Statement(s)/Mental Demands

• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed

• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments;

Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. • Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.

• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

SKILLS & ABILITIES

Education: 

High School Graduate or General Education Degree (GED)

Experience: 

1-3 years of experience with computerized accounts payable and/or computerized general accounting experience. 2-3 years of experience in relevant computer programs, such as Excel or equivalent.

Computer Skills: Must be computer literate, including the use of Accounting software and spreadsheet software, such as Excel. The use of Microsoft Office products is required 

Other Requirements: Ability to maintain strictest level of confidentiality when handling extremely sensitive information including company and individual financial materials. Must be highly organized and display honesty and integrity when producing, delivering and distributing information. 

Campbell Clinic Benefit Summary: 

Campbell Clinic offers a lucrative benefit package to support employees and their families.

• Medical / Dental / Vision Insurance
• HRA Option
• Flexible Spending Account 
• Basic Life Insurance 
• Voluntary Life Insurance Option
• Long-Term Disability
• Voluntary Short-Term Disability 
• Accident Insurance 
• Critical Illness Insurance
• 401(k) Plan Matching Profit Sharing 
• Employee Assistance Program 
• Paid Time Off 
• 8 Paid Holidays 

Equal Opportunity Employer/Veterans/Disabled