What are the responsibilities and job description for the Accounts Payable Specialist position at Crystal Flash?
Job Description: Accounts Payable Specialist
Summary:
The Accounts Payable Specialist at Crystal Flash is a valued team member who will be responsible for the entirety of the accounts payable cycle, including saving and entering invoices, reviewing statements, conducting the weekly pay runs, and responding to vendor inquiries. Team members are expected to support the company’s mission and vision by demonstrating the following values: integrity, safety and environmental protection, customer service, open communication, diversity, teamwork, and financial responsibility.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Electronically save invoices daily from a shared inbox.
- Use SharePoint to digitally file and assign invoices to the appropriate approver.
- Verify invoice accuracy and enter invoices into the accounting system for payment.
- Reconcile vendor statements and resolve problems with vendors, buyers, managers, etc.
- Manage the weekly vendor payment runs, including checks, ACHs, and Wires.
- Create and update work instructions, while making continuous improvements to the overall AP process.
- Maintain positive pay data in the on-line banking system.
- Request and maintain vendor information and support the setup of new vendors.
- Create and send vendor 1099s on a yearly basis.
- Assist with other administrative activities.
- Perform other duties as assigned by immediate supervisor.
Reports to: This position reports to the Controller.
Supervisory Requirements: None
Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential
tasks satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge, Skills and/or experience:
- Associate degree in accounting and/or a minimum of two years’ related experience.
- Working knowledge of accounting/bookkeeping principles, accounting software and related spreadsheet applications is required.
- Strong communication, organization, financial, and human relation skills required.
- Must have a high level of accuracy, attention to detail and integrity.
Competencies
CF Image: Keeps equipment, workspace, uniforms and self-clean, neat, and presentable. Equipment is kept in good repair. Maintains a professional and courteous demeanor. Presents a positive story of CF to customers and the public.
Communication: Stay on topic, is clear and concise when presenting information. Listen carefully and respectfully to what others are saying. Ask questions. Seeks understanding. Consistency with non-verbal and verbal messages. Use the best method of communication to meet the situation (i.e. email, phone, face-to-face, written). Communicate effectively with internal and external customers.
Conflict Management: Interacts well with others to achieve mutually agreeable solutions with minimal conflict and confrontation. Dealing with issues promptly in an appropriate setting doesn't hold grudges and can move on after a conflict has ended. Open to other viewpoints. Stay calm and level-headed in stressful situations and refrain from emotional outbursts.
Customer Accounts: Complies with customer account agreements and parameters. Follows delivery authorizations, guidelines, and all delivery instructions. Conducts financial transactions by collecting money from customers, paying customers, reconciling money received, depositing payments, and accurately reporting revenue and customer account activity.
Customer Engagement: Demonstrates empathy, maintains esteem, confirms satisfaction, and demonstrates ownership of actions and problem resolution. Gathers customers’ viewpoint, makes corrective recommendations, and helps organization search for new opportunities for products and services. Modifies personal style, focusing on the needs of others. Maintains positive relations with both internal and external customers.
Flexibility: Adopts new methods, procedures, and changes in a positive manner. Works effectively in a variety of situations.
Recordkeeping: Properly document customer deliveries and other services to ensure accurate record keeping and control. Utilize internal systems, handheld devices, computer programs, documents, and other methods for processing transactions.
Resilience: Maintains an optimistic and supportive outlook after a difficult experience. Can manage normal course of business rejection and tension. Manages stress. Can accept constructive criticism and coaching.
Self-Management: Uses time and resources effectively. Is organized. Stay on task and focus on most important items first. Completes assignments accurately, legibly and meet deadlines. Performs work with minimal supervision and/or direction. Makes decisions within scope of authority and appropriate to situation.
Reading, Writing and Math Skills: Advanced reading comprehension of technical manuals, regulations, codes, and industry terminology. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Advanced writing skills for composing internal/external memos, email, letters, and documents that may be policy or somewhat more technical/industry specific content. Intermediate math skills with technical applications in nature such as payroll or general ledger, accounting, product inventory and meter readings.
Reasoning: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Work Environment
While performing the duties of this job, the employee is frequently required to sit, talk, and listen. The employee is occasionally required to reach with hands and arms, stand, and walk. The employee is required to operate a keyboard, calculators, computer mouse and other office equipment requiring manual dexterity and hand-eye coordination.
The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.
While performing the duties of this job, the employee regularly works indoors. The noise level in the work environment is usually quiet. The employee performs work in an office environment with several other team members and the public.
Knowledge / Skills / Abilities
Knowledge
Skills
- Education – associate degree and/or 2 yrs experience
- Working knowledge is required:
- Accounting/Bookkeeping
- Accounting Software
- Spreadsheet applications
- Microsoft Office Suite:
- Outlook
- Word
- Excel
- Ability to communicate with varied audiences in a variety of formats:
- Verbal
- Written
- Ability to prioritize tasks
- Collaborating with cross-functional teams
- Ability to arrange information in a concise way
- High level of accuracy
- Strong Communication, organization, financial and human relation skills
Abilities and Personal Attributes
- Communicative
- Organized
- Multi-tasker
- Problem-solver
- Team-player
- Integrity
- Self-motivated
- Collaborative
- Dependable
- Positive attitude
- Detail-oriented
- Empathy