Accounts Payable Specialist

Duties and Responsibilities:

• Process accounts payable tasks including the review and verification of invoices, setup of invoice approval workflows and default budget accounts, accurate coding of invoice records, preparation of expense allocation worksheets, application of vendor credits, processing of vendor payments, reconciliation of vendor statements, maintenance of vendor records, onboarding of new vendors, fraud prevention, and both written and verbal communication with vendors and staff. This is conducted while maintaining compliance with the Procurement Policy, 1099 requirements, and application of best practice standards.
• Complete expense report tasks including the review and processing of staff monthly expense reports consisting of purchase card and out-of-pocket transactions. This includes assisting staff with program user settings, creating reports, adding and coding transactions, clearing alerts and answering routine report completion, submission and approval questions. Also provides expense report training to new staff. Ensures compliance with Business Travel and Purchase Card policies. Transaction extract and posting to accounting system
• Administer the purchase/credit card program, including initial cardholder setup, online account maintenance, and provide card holder support and assistance with fraud activity and other card issues. When needed, communicate directly with the credit card provider to resolve issues.
• Administer the accounts payable online program, including user setup, assignment of user roles, management of global and company settings, and submission of support tickets when needed.
• Administer the expense report online/mobile program, including user setup, permissions and roles, notifications, reports and submission of support tickets when needed.
• Prepare and file annual tax forms 1099-NEC and 1099-MISC and distribute forms to governmental agencies and vendors. Also, prepare and file annual business personal property tax return.
• Complete vendor credit applications, provide vendors and staff with Michigan Sales Tax Certificate of Exemption, obtain and processes vendors forms W-9, W-8 (foreign vendor), and EFT Authorizations. Provide MERS’ W-9 when requested by staff, plan participant or another agency.
• Assist with daily banking tasks to include monitoring of bank account balances, recording of banking activity in the general ledger, ensure sufficient cash flow, calculate excess cash and transfer funds for investment. Verify daily e-Payment deposit and post corresponding e-Pay batch in accounting system. Send notice of change and return report to Payment Support Team.
• Assist with the processing of pension payment deletion, reversal, reclaim or recall, including status tracking, case resolution, and recovery notification to the Payment Support Team and to Legal if necessary. Also, prepare and import journal entries for corresponding transactions.
• Assist with the weekly processing of pension payment replacements including the preparation and import of journal entries for corresponding transactions.
• Assist with Finance pension payroll transmission tasks including initiation of funding cash transfer, payment of federal and state taxes, prepare and import journal entries for corresponding transactions.
• Perform other general ledger duties such as the import and recording of monthly and quarterly journal entries for various financial reporting items, along with any adjustments needed, and reconciliations of accounts.

Education:

• Two-year college degree in accounting required.

Experience:

• Two years of experience in a professional accounting environment.
• Previous experience in banking, accounts receivable, accounts payables and fixed assets preferred.
• Experience with computerized financial accounting systems.

Knowledge of:

• All confidentiality requirements regarding employee payroll and other client information.
• Professional office ethics.

Skilled in:

• Oral and written communication.
• Problem solving, organizational and analytical skills.
• Attention to detail and accuracy.

Ability to:

• Use Microsoft Office, Strong proficiency with Microsoft Excel.
• Deal professionally, courteously, and efficiently with the public.
• Remain calm under stress and work independently.
• Provide excellent customer service in all aspects of position.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus.

Working Conditions:

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.

• Location: All work of this position will be performed on site at MERS main office or remote work location.
• Weather: While performing the duties of this job, the employee is not exposed to weather conditions.
• Noise: The noise level in the work environment is usually moderate.