Accounts Payable Specialist

Summary: The Accounts Payable Specialist oversees and manages the accounts payable process for designated entities. This role involves processing vendor invoices with meticulous attention to detail, ensuring that all charges align with approved purchases and terms. The specialist ensures that payments comply with company policies and procedures, conducts thorough reviews of invoices, performs accurate vouchering, and facilitates timely payments while adhering to robust internal control and testing protocols.

Responsibilities:

• Receive and review all vendor invoices for multiple entities. Conduct a matching process to ensure approved purchases are consistent with the vendor invoice (items & prices), that goods received are consistent with those ordered and invoiced, and that terms are consistent with an approved purchase order (if any).
• Code company credit card expenses (with appropriate expense, capital, or accrual accounts) and voucher all vendor invoices for multiple entities in the SAGE 100 accounts payable computer system.
• Process vendor payments by selecting vendor invoices for payment based on approved company payment terms. Generate checks from SAGE 100 system, obtain signatures and forward to vendors. Maintain adequate vendor files of all transactions.
• Conduct review and testing of all invoices, expense reimbursement requests, check requests, etc. in a manner to ensure adequate internal controls are applied and that processing of all disbursements are consistent with company policies and procedures.
• Generate month end sales tax reports, complete sales tax form for filing, and process sales tax payment.
• Complete the accounts payable reconciliation at month-end to ensure all general ledger charges and balances match the AP aging detail.
• Collect required vendor company data so as to ensure validity of the company and determine the need to issue 1099MISC filings at year-end. Coordinate the production and issuance of 1099 forms as year-end.

Required Skills/Abilities

• Minimum 2 years experience in a commercial accounts payable function.
• Must have some knowledge of accounting cycle and designation of fixed asset and expense accounts.
• Must have experience in coding of purchases to appropriate accounts. Experience with PC based accounting systems is a requirement.

Work Environment

• Accounts Payable Specialist role in an office-based environment
• Primary responsibilities include processing invoices, payments, and reconciliations
• Frequent communication with customers and employees via phone and email
• Requires strong attention to detail and organizational skills
• Opportunity for a hybrid schedule after 90 days (3 days in office, 2 days remote)
• Position involves prolonged periods of sitting at a computer

Education and Experience

• Minimum of a high school education, some college training in accounting preferred
• The Accounts Payable Specialist will work in a dynamic office environment where attention to detail and accuracy are crucial.
• The role typically involves working at a desk with access to a computer and relevant financial software.
• The position requires frequent collaboration with various departments and vendors, and may involve handling multiple tasks simultaneously.
• The office setting is often fast-paced and deadline-driven, with a focus on maintaining organized records and adhering to financial policies and procedures.
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance
• Bonuses based on group performance