Accounts Payable Specialist

Summary:  Responsible for a range of general accounting tasks but will be primarily responsible for all accounting work associated with processing accounts payable, expense reporting, and any ad hoc projects to meet the company needs.

Essential Duties and Responsibilities:

   Accounts Payable:

• Matches invoices to Purchase Orders and receiving documentation
• Verifies the accuracy between invoices and purchase orders/quotes
• Obtains approval for any discrepancy between the invoice and purchase orders/quotes
• Interacts with Cost Accounting, Purchasing Agent, Specialty Buyer, Project Managers, and Receiving personnel to resolve any issues
• If not PO related expenditure, determines and obtains approval for proper GL account coding.
• Enters invoices in A/P system
• Balances A/P batches entered in system
• Work with Cost Accounting on direct purchases for jobs
• Run A/P Aging in excel, note required payments based on terms, provide Aging/suggested payment to Controller for approval, pull all related invoices for review, prepares checks, submits check & support for signature
• Mail A/P checks
• Downloads Vendors invoices from Portals as needed (utilities), obtains approval for payment and makes payment on vendor portal.  Records payment via Ach in AP
• Email ACH payments to vendors
• Logs AR Checks in Cash Spreadsheet on server
• Set up new vendors and verifies we have received their W-9 and Certificate of Insurance from sub-contractors
• Monthly analysis of vendor statements against  our A/P system and resolves any discrepancies
• File A/P checks and invoices
• Company Credit Card payments; Assists in ensuring all required documents are on file and approved.  Assists in summary of credit care paid expenses for month end.
• Maintains documentation folders for specific expenses: donations, capital purchases, prepaid expenses
• Miscellaneous A/P analysis spreadsheets as needed
• Answers the phone as needed

   Other duties:

• Works on Special Projects as assigned
• All other duties as assigned

Requirements: 

• Strong MS Office skills - Excel, Word, and Outlook
• Fast and accurate alpha and numeric data entry
• Attention to detail
• Strong organizational skills
• Ability to provide professional customer service skills
• Ability to converse, read and write in English,
• Ability to meet deadlines
• Proficiency in the use of computers for business application
• Enjoy working in a fast paced, high volume environment

Physical Demands:   While perform the duties of this job, the employee should be able to meet all of the above stated job requirements.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This job description in not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.