Accounts Payable Specialist

JOB TITLE: Accounts Payable Specialist

REPORTS TO: Chief Financial Officer (CFO)

STATUS: Non-Exempt (Hourly)

SUMMARY: Responsible for all duties related to accounts payable including but not limited to vendor communication, invoice processing, statement reconciliation, and payment process for two companies

KEY INTERFACES: Project Teams & Administrative Staff

Essential Duties and Responsibilities:

• Enter all invoices on hand daily, electronic and physical, into Viewpoint for coding by management and/or project teams.
• Maintain electronic records of all emails received via the Accounts Payable email address.
• Communicate with project teams, management, and vendors to resolve issues including coding, payment status, and outstanding payment resolution.
• Balance monthly statements from all vendors with outstanding balances including requesting of invoices identified but not received.
• Responsible for sending weekly Unapproved Invoice reminders/status updates to management and project teams.
• Prepare weekly subcontractor payable check runs, including ensuring compliance and accurate lien releases prior to payment.
• Prepare weekly accounts payable check runs.
• Maintain vendor compliance paperwork including W-9, credit applications, and vendor set up forms in vendor files.
• Ensure Viewpoint Vendor Master information is accurate including tax id, address, contact information.
• Maintain Master Vendor to clean up duplicate vendors as well as multiple vendor address.
• Complete vendor credit applications as requested.
• Ensure timely expense reimbursement is entered as well as paid to all employees.
• Complete annual 1099 processing.
• Assist with other office related tasks as they arise—mail, bank deposit runs, archiving files, etc.
• Look for efficiencies and process improvements, communicate to CFO, and work to implement agreed upon process improvements.

Essential Job Qualifications

REQUIRED SKILLS: Proficiency in MS Office Suite including Outlook, Word, and Excel. Highly organized. Able to prioritize and process a large volume of electronic files and paper invoices. Recordkeeping.

PREFERRED SKILLS: Experience and proficiency in Viewpoint and file management.

EDUCATION AND EXPERIENCE: This position requires a high school diploma and two or more years of experience in accounts payable processing is preferred

PHYSICAL DEMANDS: To successfully perform the essential duties of this position, an individual must be able to sit at a desk for four or more hours per day, and frequently lift and carry objects up to 50 pounds. Reasonable accommodations may be made to assist individuals with disabilities to perform essential job functions.

LIMITATIONS AND DISCLAIMER:

The above job description is meant to describe the general nature and level of work being performed; it is not intended as an exhaustive list of all duties, responsibilities and required skills for the position. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities necessary to perform each duty proficiently. Continued employment remains on an “at-will” basis.