Accounts Payable Specialist

Position Purpose:
Ensures the efficient operation of the company by performing day-to-day Accounts Payable (AP) duties, in addition to other administrative, operational and clerical functions.  

    
Subordinate Summary:
No Supervisory Responsibilities 

Essential Job Results and Responsibilities:

Accounts Payable Duties

1. Receives invoices via EDI, fax, email, or mail.  Enters and tracks Johnstone Cooperative and other invoices for payment.  Routes invoices for approval as appropriate.
2. Ensures that all trade invoices are matched to a receiving document and purchase order.  Notes any discrepancies.
3. Reconciles expense statements and enters invoices for payment, accurately classifying expenses as directed.
4. Ensures that all invoices are processed and payments rendered in a timely fashion and within terms.  
5. Prepares checks for payment and delivers checks to owner or manager for signature.  
6. Performs regular reconciliation of bank statements to ensure proper posting of all payments.  
7. Maintains information regarding payment discrepancies and vendor credits. Maintains appropriate documentation on errors and discrepancies, such as: pricing, quantity, product, and freight discrepancies.  
8. Coordinates and communicates with other departments and vendors to resolve any discrepancies.
9. Completes and sends credit applications to vendors as necessary.
10. Maintains accurate AP records and vendor files. Reviews files, records, and other documents to obtain information or to respond to requests.
11. Prepares and maintains various reports requested by management.  Prints and distributes periodic financial reports.
12. Assists with internal and external audit support if necessary.
13. May provide cash requirements reporting to management or owner in order to ensure sufficient cash on hand.

Other Office Duties

1. Performs day-to-day clerical and office functions as needed, which may include: reporting, filing, data-processing, sorting incoming mail, answering phones, preparing written and electronic correspondence, coordinating activities, scheduling, monitoring and purchasing office supplies, and other clerical duties.
2. May provide administrative and clerical support to management and other departments, which may include: sales, operations, branch locations, purchasing, accounting and warranty processing.
3. Assists with special duties and assignments as needed to support the efficient functioning of the store or group, which may include tasks such as: creating flyers and promotional materials, updating Website, and preparing specialized forms, documents or reports.

General Results and Responsibilities

1. Adheres to all company policies, procedures, standards and business ethics codes.
2. Maintains professional communication when interacting with customers and coworkers.  Treats all customers and coworkers with a helpful and courteous attitude.

Johnstone Supply believes that each employee’s contribution should not be limited by the assigned responsibilities.  Therefore, it is expected that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.