Accounts Payable Specialist

Company Description:

David J. Frank Landscape Contracting is an award-winning company offering landscape design, construction, renovation, and maintenance services with a focus on sustainability and environmental solutions. Established in 1959, we are a trusted and creative green industry company serving southeastern Wisconsin. For more information, visit davidjfrank.com.

Position Summary: Seeking an Accounts Payable Specialist position to join their team onsite in Germantown. The basic function of the AP Specialist is to provide the necessary planning direction and controls to ensure that all accounting responsibilities, tasks, and activities are kept up to date and in an accurate manner at all times. This will be accomplished through appropriate controls in coordination and supervision of work in the office. An Accounts Payable Specialist is there to make sure all bills are paid in an efficient and timely manner. These financial specialists provide administrative and clerical support by processing, verifying, and reconciling invoices, monitoring expenses, and keeping a record of it all for tax purposes.

Key Responsibilities:

• Managing accounts payable using accounting software (Vista) and other programs (ie. Excel)
• Handling accounts payable for separate entities and vendors
• Analyzing workflow processes
• Establishing and maintaining relationships with new and existing vendors
• Ensuring bills are paid in a timely and accurate manner while adhering to departmental procedures
• Comparing purchase orders, prices, terms of payment and other charges
• Processing transactions and performing accounting duties such as account maintenance, recording entries and reconciling books of accounts
• Sort AP Mail/Inbox and enter into Vista
• Send through unapproved invoices to the appropriate person for approval. Code invoices to appropriate GL accounts and confirm Approver’s Codes
• Print Open Invoice Report and assist with prioritization
• Pull invoices selected for payment. Print checks. Signature stamp, sort, and stuff checks
• Create Check Run Excel file to manage Payment Process with daily cash reports
• Upload Check Information into Positive Pay System on Bank Website
• Perform all of the above tasks for Cash Disbursements made by manual checks
• Proactively communicate with Vendors and answer inquiries.
• Send selected payments out daily and update cash reports.
• Forecast cash reports on upcoming due items and items that we may soon lose discount
• Reconcile Vendor Statements and investigate disputes regarding alleged errors in checks
• Enter non-cash payments into Cash Management module to integrate with Accounting System
• Manage Visa and other charge card procedures and payments
• Prepare and distribute monthly Fuel Analysis Reports
• Prepare and distribute 1099’s at Year End
• Accounts Receivable backup for credit card calls, deposits, and check scanner
• Examine and verify all data pertinent to general and special accounts
• Assist with the development of accounting procedures and financial analysis
• Examination, audit and classifying of detail affecting the posting of records. Post balance to special ledgers and prepare detailed statements
• Check and verify miscellaneous statements and reports to data entry from original sources
• Record keeping and payment of subcontractors. Ensure that we have certificates of insurance meeting minimum standards and W-9 forms
• Determining invoices to be costed out of AP
• Filing entered unpaid invoices
• Setting up new vendors with Certificate of Insurance / W9
• Keep vendors’ Certificate of Insurances updated
• Writing, entering and adding to the bank manual checks
• Preparing, distributing, coding and entering Visa statements
• Coupon Runs (print or copy checks, attach invoice to check, create coupon Excel file, upload check file to the bank)
• Review monthly vendor statements (missing invoices / finance charges).
• Handling vendor phone calls and emails
• Maintain fuel analysis spreadsheet (EH Wolf, BP, Quick Fuel)
• Year-end vendor comparison
• Assist AR/Billing/Accountant as needed with investigation problems
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
  
  

Education and Requirements: Associate’s degree in accounting, finance or related field. Two to five years of experience in accounts payable or similar role, preferable with landscaping, construction or related trade industries. Knowledge of administrative and office systems such as creating/editing Word documents and Excel spreadsheets, managing files and records, customer service standard, phone etiquette and workplace terminology. Proficient in accounting software, experience with ERP system a plus. Extensive experience in project invoicing and billing. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Key Metrics:

• Ability to complete responsibilities timely and accurately
• Proven ability to work in a team environment and liaise with external partners
• Excellent communication skills toward effective collaboration and client services
• Exceptional ability to prepare project budgets, financial forecasts and tax reports
• Excellent numerical skills and keen eye for detail
  
  

We have a great company culture with many fun, team-building activities and career development opportunities. Apply today and work with dedicated colleagues just like you!

We offer a competitive benefit and compensation program including:

• Weekly pay
• Health, dental and vision insurance
• 401(k) (Traditional or Roth) with Employer match
• Profit Sharing
• Basic Life and Voluntary Life Insurance
• Paid Time Off
• Paid Holidays and much more!
  
  

David J. Frank is an Equal Opportunity Employer

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