Accounts Payable Specialist

GENERAL FUNCTION

An Accounts Payable - Receivable Specialist is responsible for managing a company's financial transactions related to vendor payments, ensuring invoices are accurate, processed timely, and paid correctly by verifying purchase orders, reconciling discrepancies, preparing payments, and maintaining detailed records of all vendor accounts, contributing to the organization's overall financial health and cash flow.

ESSENTIAL FUNCTIONS:

• Invoice Processing: Receive, review, and enter vendor invoices into the accounting system, verifying accuracy of details like pricing, quantities, and purchase order numbers.
• Purchase Order Matching: Match invoices to corresponding purchase orders to ensure proper authorization and compliance with company policies.
• Invoice Verification: Check for discrepancies on invoices, such as pricing errors, duplicate payments, or incorrect billing addresses, and resolve issues with vendors.
• Vendor Account Management: Maintain accurate vendor records, including contact information, payment terms, and credit limits.
• Payment Processing: Prepare and submit payment batches to vendors via check, ACH, or electronic payment platforms.
• Statement Reconciliation: Reconcile vendor statements to ensure all invoices have been paid correctly and resolve any outstanding discrepancies.
• Expense Reporting: Generate reports on accounts payable activity, including aging reports and vendor spending analysis.
• Vendor Communication: Communicate with vendors regarding payment inquiries, invoice issues, and resolving outstanding balances.
• Compliance: Adhere to company policies and procedures regarding accounts payable, including internal controls and tax regulations.
• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Create invoices according to company practices; submit invoices to customers.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
• Drafts correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
• Create reports regarding the status of customer accounts as requested.
• Research customer discrepancies and past-due amounts with the assistance of the Collections Manager and other staff.
• Assists in generating monthly billing statements based on the general ledger.
• Assists the Accounting Manager in reconciling revenue accounts each month.
• Copies, files, and retrieves materials for accounts receivable as needed.
• Relays changes of information to appropriate employees.
• Performs other related duties as assigned.

All Functions are essential but not limited.

PROBLEM-SOLVING

• Critical thinking and good judgment
• Time management
• Must be able to effectively diagnose and solve problems
• A wide degree of creativity and latitude is expected.

SKILS AND KNOWLEDGE

• Strong understanding of basic accounting principles, including debits and credits, accounts payable processes, and financial statement analysis.
• Capability to analyze data and identify potential financial risks or irregularities.
• Experience with accounting software applications like QuickBooks, SAP, or Oracle
• Critical thinking and good judgment
• Time management
• Must be able to effectively diagnose and solve problems
• Associate or bachelor’s degree preferred
• SAP knowledge is preferred
• Knowledge of accounts receivable
• Knowledge of office administration and procedures
• Knowledge of general bookkeeping procedures
• Knowledge of general accounting principles
• Proficient in relevant computer software
• Knowledge of regulatory standards and compliance requirements
• 1-3 years accounts receivable and general accounting experience

COMMENTS

• Must have excellent written/oral communication skills as well as analytical and problem-solving skills
• Possible occasional travel in the field