Accounts Payable Specialist

Accounts Payable Specialist

Job Summary: The Accounts Payable (AP) Specialist is responsible for processing all invoices received for payments and for undertaking the payment of all creditors in an accurate, efficient and timely manner. This will involve compiling and maintaining accounts payable records, while also providing clerical and administrative support as needed. We are looking for an objective AP Specialist who combines a solid understanding of basic accounts payable principles and construction contract operations with strong analytical and problem-solving skills. The AP Specialist is highly organized, detail-oriented, and possesses the ability to effectively work both independently and in a team setting. It is also important to display excellent verbal and written communication and interpersonal skills, as well as the ability to work well under pressure in a fast-paced environment.

Job status: Non-exempt

Reporting Structure: The AP Specialist is supervised by the AP Supervisor and reports to the Controller.

Physical Factors: The AP Specialist position requires sitting or standing for long periods working on the computer or at a desk is required. Also, light lifting may be necessary.

Working Conditions: The AP Specialist position is full-time, working from 7:30 to 4:00 p.m. in the North Haven office Monday through Friday. Occasional overtime may be required to meet the needs of the business.

Essential Functions/Competencies:

1. Direct the flow of vendor invoices delivered via USPS or by email.
2. Review all invoices in a timely manner to ensure invoices are matched to Subcontracts and Purchase Orders in ERP System.
3. Process all credit card receipts ensuring the charges are properly coded; prepare monthly credit card statement reconciliation.
4. Process bi-monthly vendor invoice payments as directed.
5. Maximize vendor discounts.
6. Maintain electronic files corresponding to A/P.
7. Maintain Vendor Data Base.
8. Request and maintain W-9’s for all Vendors as needed.
9. Prepare and distribute 1099’s annually.
10. Field calls and emails from Vendors regarding payment status.
11. Review monthly vendor statements to ensure accurate tracking of all invoices on account.
12. Distribute tax exemption documentation to vendors to ensure proper application of sales tax on invoices.

Knowledge and Skill Requirements:

1. Solid PC skills with a comfort level working in ERP Systems; including knowledge of Microsoft 365 with proficiency in Excel.
2. Knowledge of accounting software programs.
3. Knowledge of accounting principles related to accounts payable and project job cost coding.
4. Effective communication and interpersonal skills. Ability to maintain positive working relationships with individuals at all levels of the organization and with customers, suppliers and vendors engaged in or seeking to do business with the organization.
5. Ability to interpret and respond to feedback and resolve conflicts and issues professionally.
6. Ability to manage multiple projects & responsibilities.
7. Natural curiosity to inquire and problem solve with attention to detail.
8. Strong oral and written communication skills.
9. Ability to work independently, as well as part of a team, plus understand the need to manage both.
10. Ability to maintain confidentiality and demonstrate trustworthiness and discretion with many types of confidential information.

Qualifications

1. Bachelors or Associates Degree is preferred but not required.
2. 5-10 years experience applying heavy volume accounting payable skills in a business environment.
3. Experience in the Construction Industry preferred.

*The contents of this job description are subject to change as deemed necessary by management in order to meet the needs and goals of the business. 

AA/EOE