Accounts Payable Specialist

Accounts Payable Specialist

Reports to Formtek Inc. Plant Controller

I: Invoice Processing:

• Responsible for managing and processing all accounts payables invoices for FMF Cleveland in our Warrensville Heights, Ohio location.
• Verifies all invoices and prepares for vouchering by reviewing vendor terms, invoice amount, vendor general information and checks for any past dues amounts listed.
• Determines expense coding and properly lists the G/L account to be expensed.
• Verifies amount due of invoice by cross-referencing invoice to the approved purchase order.
• Using Excel , prepares a data file of vouchered invoice information and inputs this into the corporate accounting system.
• Utilizing macros and other Excel functions, will export the data to create a file of keyed in invoices.
• Scans all invoices directly into the corporate accounting system to ensure proper setup of payment.
• Prints daily receiving reports and matches to incoming invoices.

II: Freight bills ( UPS, FedExp, all other Freight)

• Coordinate with Cost Accountant to assign G/L accounts for the various freight bills and code accordingly.
• Complete all freight bill batches within an expedited time frame.
• Get manager approvals if the invoice is greater than $1,000.00, also include the Bills of Lading for each of these items.
• Prepare transportation bills for payment utilizing above-referenced methods for invoice processing.

III: Administrative Duties

• Answer all incoming overflow phone calls from the main switchboard and direct to correct parties.
• Maintain and coordinate all service calls for company equipment, i.e. copy machines, coffee and water machines.
• Conduct all preparations and organize all company sponsored lunch events for staff and sales visitors.
• Distribute mail daily.
• Assist in keying in the inventory tags for the annual inventory reconciliation.

IV: Purchase Order, Advance-To-Vendors, Expense Reports

• Maintain manual accounting files of progressive payments made to certain vendors. These are periodic payments on large dollar invoices with specific and detailed payment terms.
• Ensure strict adherence to payment terms and balance individual vendor payment log to reflect the progressive payments.
• Maintain all paperwork and documentation in a neat and orderly fashion.
• Obtain the proper management approvals necessary to process the payment.
• Submit the payment utilizing standard accounts payable methods.
• File all paperwork appropriately.
• Work together with Cost Accountant to record all manual checks and travel advances monthly.
• Research all vendor inquiries.
• Complete monthly review of unmatched receiving transactions.
• Other duties as assigned.