What are the responsibilities and job description for the Accounts Payable Specialist position at Tri County Metals?
The Accounts Payable Specialist will be responsible for receiving invoices and bills to be paid, entering them into the system, sending for approval by appropriate Leads or Department Leaders and preparing them for payment weekly. This role reports to the Director of Finance.
As a Team Member at Tri County Metals
Team Member Development, Growth, & Engagement.- Use 6E’s during every customer encounter.
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Follow the Vision Statement, Mission Statement and Core values.
- Exemplify our core values “Do Your PART” in everything that you do.
- Teach “The TCM Way” by your attitude, your actions, and your words.
- Commit to following our Standard Operating Procedures and Team Member Handbook 100% of the time.
- Complete the required amount of monthly training.
- Follow the Team Member process by participating in monthly one-on-ones, quarterly touch-bases and annual assessments with their lead/leader of their team in which you collaborate to develop and execute a growth plan to “better their lives and increase their value to TCM.”
Implement improved operating rhythm to drive employee engagement and development.- Attend the Weekly Level 10 Team Meetings.
- Participate and receive the required amount of monthly training per Team Member.
Expectations for your Role
Payables Management.-
Ensure approval of expenses prior to payment
- Timely entry of received bills and invoices into the payable system
- Assign proper approvals and verify they have timely approved the expense
- Match invoices for inventory using the 3-way match method – Invoice – Item Receipt – Purchase Order.
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Verify expenses are posted to the correct account and department
- Before sending for payment, ensure the posting is correct
- If a change is made during the approval process, make sure the change falls within the department of the bill approver or that department leader is made aware of expense.
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Weekly prepare a list of AP payments to be made for the week for review by the Director of Finance.
- Capture Prompt Pay discounts and pay invoices well prior to due date
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Vendor Account Maintenance
- Add new vendors following the SOP obtaining all required forms and certifications from the vendor prior to their first payment.
- Update Vendor accounts as needed based on notices received.
- Annually and proactively send the Sales Tax-Exempt Certificate to inventory vendors to prevent sales tax charges and unnecessary calls to correct later.
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Cross train on Finance Department Tasks
- Learn various tasks of other roles to cover for time off and as needed for busy times.
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Ensure approval of expenses prior to payment
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Verify the prepared deposits for internal control
- As needed, be the second person to count the deposit as verification and secure following the internal control process.
Measurables.- 99% of all prompt pay discounts captured
- 99.5% of all bills and invoices paid prior to the due date
- 99% of all bills and invoices posted to the correct department and expense line based on budget and approvals. Determined during the End of Month review process.
Role Requirements
- Skills Needed.
- Type 60 wpm.
- Knowledge of Microsoft Office.
- 10 Key Calculator.
- Understands business finance with knowledge of retail finance.
- Understanding collection code requirements.
- Problem solver, critical thinker, handling multiple issues at a time.
- Professional demeanor.
- Detail oriented.
- Effective listener, communicator, negotiator, and excellent phone skills.
- Good knowledge of computer software and hardware.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift 25 pounds unassisted.
Education/Experience.- High school diploma or equivalent.
- 2 years finance/accounting experience preferred
This is a Level II Compensation Range Role and is a Non-Exempt Position. This role is office-based, including long periods of sitting, some travelling to other locations and the expectation of 40 working hours or more.
This Performance Expectation in no way states or implies that these are the only job duties or responsibilities to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her team leader.
Behavioral Traits of the role
Accurate, precise, thorough, self-disciplined, follows process, methodical, predictable work, organized, time management, and consistent work.
