What are the responsibilities and job description for the Accounts Payable Specialist position at Hirebridge Organic?
Job Description
Job Description
CHARACTERISTIC :
Are you someone who loves working with numbers, is detail-oriented, and has a passion for finding innovative solutions? If so, we have an exciting opportunity for you!
We are seeking an experienced Accounts Payable Specialists to join our dynamic team. In this role, you'll be at the heart of our financial operations, ensuring our vendors are paid accurately and on time. If you have 5-6 years of accounting experience, particularly in Accounts Payable, and are looking for a place where you can grow and make a real impact, we’d love to meet you.
WORK SCHEDULE :
Normal business hours of Monday – Friday, 8 : 00 AM – 5 : 00 PM, and overtime as required to complete responsibilities timely.
PRIMARY RESPONSIBILITY :
Manage the ACCOUNTS PAYABLE PROCESS, ensuring all invoices are paid timely, researching missing invoices and missing payments, solving vendor disputes, and reconciling Case Aware and QuickBooks regarding payments to vendors and employees on case-related matters.
PRIMARY ACCOUNTABILITIES :
1. Manage the daily check runs out of Case Aware (Texas locations and assist all other locations).
2. Manage the monthly trust account disbursement for the TEXAS IOLTA account.
3. Manage Weekly Cash Report to Partners and Owners.
4. Manage month-end processes around Accounts Payable, Credit Cards Payable, Shareholder and Employee Receivables as well as all Payroll Liability Accounts, including employee health and other insurance accounts and travel expense accounts – Manage these accounts on the Balance Sheet.
5. Review and post all employee expense reports from an accounting policy perspective, reminding employees regularly of deadlines to ensure timely accounting.
6. Manage the daily, weekly, and monthly input of all invoices, credit card receipts, and journal entries working with the Reconciliation Accountant, as well as other support staff, to locate and input all missing transactions before the accounting period end cycle.
7. Ensure timely payment of all invoices, initiating research on missing transactions to ensure timely entry / payment.
8. Manage Prepaid Expense and Insurance Balance Sheet Accounts as well as non-payroll Expense Accrual Accounts.
9. Assist vendors in research requests regarding their accounts receivable (both AVT and MWZM)
10. Manage the Voided Check process to ensure all controls are working properly and protect cash assets.
11. Assist the Senior Accounting Manager and the Controller with the Annual Unclaimed Property Tax Procedures for all companies, and all bank accounts.
12. Manage the year-end 1099 and 1096 IRS tax and reporting process.
13. Manage strong relationships with vendor representatives.
14. Assist in special projects and other accounting and administration tasks where needed.
15. Enter vendor invoices, firm charge / credit card receipts, check requests, and other payable items timely to ensure payment is within vendor terms, in both the case system and the financial system for both MWZM and AVT.
16. File accounts payable backup documentation timely upon vendor payment or charge receipt.
17. Manage the firm’s accounts payable e-mail inbox to ensure all payable matters are addressed timely.
18. Process daily import / export of payable items from the Case System to the Financial System.
19. Void transactions as needed according to proper procedures in both the Case System and the Financial System
20. Promptly reconcile and research differences in vendor statements.
21. Complete month-end processes for expense and payable accruals to support a timely month-end close.
SKILLS / EXPERIENCE :
1. Bachelor's degree in Accounting or equivalent accounting experience in payables.
2. Strong technical accounting background.
3. Strong MS Excel skills.
4. Strong analytical and problem solving skills.
5. Strong organizational skills.
6. Team player and have ability to work independently.
7. Excellent written and verbal communication skills, including ability to interact effectively with all levels throughout the Firm organization.
8. Willingness to grow and take on additional responsibilities.
CHARACTERISTICS :
1. Positive attitude and professional image at all times.
2. Able to work cohesively with others or independently with little supervision.
3. Highly dependable (attendance, daily responsibilities / tasks, and project deadlines).
4. Competent in multi-tasking, prioritization, and maintain confidentiality.
5. Very detail-oriented.
6. Good decision maker. Understand when to take initiative or seek manager’s input.
PHYSICAL DEMANDS :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Significant physical abilities include sitting / standing for long periods of time, reaching / handling, talking / hearing conversations, near / far visual acuity / depth perception / field of vision. Specific vision abilities required by this job include close vision such as to read hand written or typed material and the ability to adjust focus. This position requires the individual to meet multiple demands from several people and interact with the public, government agencies and other staff.
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. The noise level in the work environment is low to moderate. Duties are performed indoors / office environment.
