Accounts Payable Specialist I

Description

Position Summary

The Accounts Payable Specialist I is responsible for the accounts payable processing cycle including: invoices, expense reimbursements, corporate cards, creating purchase requisitions, responding to employee and vendor questions, and opening, date stamping and distributing accounts payable mail. This position is responsible for the student and transfer record check refund process and maintaining all vendor, transfer record and employee reimbursement files.

Major Duties and Responsibilities

• Investigates and settles problems associated with processing of invoices and purchase orders.
• Reconciles accounts and vendor statements by identifying errors in postings or omissions and corrects discrepancies.
• Codes invoices, vouchers, expense reports, check requests, etc., with correct codes conforming to standard procedures to ensure proper entry into the financial system.
• Prepares purchase order requisitions; matches and attaches the corresponding purchase orders, checks, and other supporting documentation to incoming invoices; ensures that all invoices are accurate and have been properly documented and approved by the authorizing employee and submits payments.
• Handles vendor correspondence via phone or email; receives, researches, and resolves internal and external inquiries concerning account status.
• Prepares batch check runs, wire transfers, and ACH transactions.
• Processes remittance information from checks, drafts, and wire transfers for invoices provided by vendors; determines proper disposition and credits accounts appropriately.
• Prepares required reporting documents and month-end closings.
• Codes such items as invoices, vouchers, expense reports, check requests, etc., with correct codes conforming to standard procedures to ensure proper entry into the financial system.
• Handles all vendor correspondence via phone or email
• Prepares non-inventory purchase order requisitions.
• Attaches the corresponding purchase orders to incoming invoices with supporting documents.
• Investigates and resolves problems associated with processing of invoices and purchase orders.
• Prepares batch check runs, wire transfers, and ACH transactions.
• Assists with monthly status reports, and monthly closings.
• Reconciles various accounts by identifying errors in posting or omissions by applying appropriate accounting standards.
• Process remittance information from checks, drafts and wire transfers for invoices provided by vendors, reviewing instructions accompanying items to determine proper disposition and crediting accounts in accordance with standard procedures.
• Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.
• Files, maintains, and distributes accounting documents, records and reports.
• Performs other duties as required to support Accounting Department

Qualifications

Knowledge, Skills and Abilities

• Knowledge of computerized accounting systems.
• Knowledge of computer systems (e.g., Excel, Word and PowerPoint).
• Ability to work scheduled hours as defined in the job offer.
• Ability to read and understand oral and written instructions and follow written protocols.
• Ability to examine documents for accuracy and completeness.
• Ability to use office equipment (e.g., calculator, copier, fax, etc.).
• Ability to provide excellent customer service.
• Skill in presenting information in an organized manner.
• Skill in verbal and written communication.

Education / Training / Requirements

• High School Diploma, additional education a plus
• At least 2-5 years accounting experience desirable
• Proficient in Microsoft applications

Physical Demands

• Ability to lift or move equipment.

• Ability to stand and walk for limited periods of time.
• Ability to sit for extended periods of time.
• Ability to enter data into a computer via a keyboard.
• Ability to occasionally reach, bend, stoop and lift up to 30 lbs. *
• Ability to grasp and hold up to 30 lbs.*
• Ability to occasionally squat and lean over.
• Ability to hear normal voice level communications in person or through the telephone.
• Ability to speak clearly and understandably.
• Ability to see and understand data on a computer screen.

Success Factors

• Alignment with Company Mission and Core Values
• Keen attention to detail.
• Great time management and organizational skills.
• Excellent collaboration and communication abilities.
• Excellent Time Management/Organized
• Open Communication/Positive
• Goal Driven
• Excellent Customer Service
• Juggles Multiple Priorities
• Accuracy and Attention to Detail

All statements are essential functions of the position unless identified as non-essential by an asterisk (*).