What are the responsibilities and job description for the Accounts Payable Specialist position at Thorough-Staff LLC?
An Albany client seeks an experienced Accounts Payable Specialist to join their team and support a high-volume AP function. The Accounts Payable team performs the full-cycle accounts payable activities for a large multi-entity portfolio of properties ensuring accuracy and consistency while strengthening vendor relationships through timely payments. This role works closely with the Accounts Payable-Vendor Compliance Specialist, the Financial Reporting Department and the Cash Management Manager.
Responsibilities Include (but are not limited to)
Invoice Receipt & Validation
- Manage receipt of invoices arrive via email, physical copies, and downloaded from portals.
- Verify that invoices contain valid vendor/supplier information screening for fraud and duplicate copies.
Matching
- Match invoice with purchase orders, packing slips, and/or contracts on file. Confirm quantities and pricing.
- Follow up with site staff/vendors to secure missing documentation.
- Ensure proper authorization has been received for non-purchase order invoices.
Coding
- Apply coding to proper expense accounts and calculate allocations for invoices shared between multiple entities and/or expense accounts.
Payment Scheduling
- Manage payment dates according to vendor terms to take advantage of discounts as apply for timely payments and full term where extended terms are offered.
Reconciliation
- Reconcile vendor accounts according to month end statements.
- Investigate billing errors.
- Work with site staff and vendors to resolve invoice disputes.
Check Run Review – Before Mailing
- Make sure checks ran for all invoices indicated for payment.
- Cross reference checks to invoices to ensure vendor information, invoice numbers, and amounts are accurate.
- Make sure all checks are signed.
Document Management
- Prepare all paid invoices for scanning at month end.
Skills & Experience
- Strong organizational skills
- Ability to implement effective time management and prioritize tasks
- Detail oriented and ability to multitask
- Ability to accurately process and record large volumes of data
- Excellent communication & interpersonal skills
- Proficiency with Microsoft Office particularly Excel, Word, and Outlook
Requirements
- Position requires extensive computer and phone work
- Periods of extensive sitting
- Ability to work in office M-F 9a-5p
Salary : $48,000 - $68,000