AP Specialist

Under direct supervision, responsible for processing, analyzing and maintenance of accounts payable. May update or recommend improvements to internal processes. Duties include activities such as ensuring the accuracy and timely verification and payment of invoices and expense vouchers, computing discounts, coding expenses, matching PO’s, posting invoices and reconcile vendor balances. Follows up on discrepancies, and maintains vendor files. Prepare checks for signature and handles vendor inquiries.

Essential Function

• Processes routine payable requests through data entry and analysis of information to produce payable checks and exceptions as assigned within required deadlines by the use of accounting software; includes obtaining signatures and distribution of payable checks.
• Ensures data and transactional documentation includes proper approval(s), supporting documentation, and cost allocation codes.
• Researches and resolves lost or problem invoices and purchase orders. Interfaces with vendors and associates to process for payment(s).
• Maintains and updates data, records, and documentation within the accounting software, databases, filing systems. Ensures records are well organized, accessible, and reportable.
• Reviews, verifies, and enters reimbursement of petty cash and bus pass funds in accounting software. Updates and maintains account reconciliation for petty cash and cash events.
• Serves as point of contact of assigned vendor accounts for administrative associates and vendors. Provides assistance by obtaining and providing information or guidance related to account.
• Sorts and distributes department mail to assigned personnel. Debits, credits, and totals accounts within the accounting software.
• Assists with the yearly financial audit.
• Performs other duties as assigned.

Education Typically requires an Associate’s Degree in Accounting or related field, or the equivalent combination of education, experience and expertise to perform the job successfully.

Experience

• Typically requires two to four years’ of Accounts Payable experience.

Knowledge, Skills, Abilities

• Demonstrated proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint), Windows-based applications and internet usage.
• Ability to apply GAAP (generally accepted accounting principles).
• Effective written and oral communication skills with associates at all levels, both internal and external to the organization.
• Ability to exercise discretion and confidentiality.
• Ability to demonstrate the understanding and compliance with regulatory requirements, organization policies, procedures and practices.