JOB DESCRIPTION: ACCOUNTS PAYABLE SPECIALIST

Position Title: Accounts Payable Specialist
Department: Accounting
Reports to: Accounting Manager

QUALIFICATIONS:

• Education: Associate’s degree in Accounting, Finance, or a related field. A Bachelor’s degree is a plus. Experience may be a substitute for education.
• Experience: Minimum of 4-5 years of experience in accounts payable or a similar financial role.
• Skills:
• Proficient in Microsoft Office Suite, particularly Excel (pivot tables, VLOOKUPs, etc.).
• Familiarity with accounting software (e.g.,Sage).
• Strong attention to detail and high level of accuracy.
• Excellent organizational and time management skills.
• Ability to work independently and as part of a team.
• Communication: Strong verbal and written communication skills to interact effectively with vendors and internal departments.
• Problem-Solving: Ability to identify issues and provide solutions in a timely manner.
• Knowledge of Accounting Principles: Understanding of basic accounting and financial principles related to accounts payable.

PREFERRED QUALIFICATIONS:

• Experience with ERP systems or automated accounts payable systems.
• Knowledge of tax regulations related to accounts payable (e.g., 1099 reporting).
• Experience in a fast-paced c environment.

• Invoice Processing: Review, verify, and process all incoming invoices for accuracy and completeness, ensuring they are matched to appropriate orders.
• Payment Processing: Prepare and process payments to vendors, ensuring they are made within agreed-upon terms. This includes printing and mailing ofchecks, submitting wire and other electronic transfers..
• Vendor Management: Maintain positive working relationships with vendors. Address inquiries, resolve discrepancies, ensure proper vendor documentation is in the system and ensure timely resolution of payment-related issues.
• Expense Report Management: Review employee expense reports and ensure they are in line with company policies and process in the system.
• Reconciliations: Perform monthly and quarterly reconciliations of accounts payable sub-ledger to the general ledger. Investigate and resolve discrepancies.
• Compliance and Documentation: Ensure that all payments are compliant with company policies and relevant financial regulations. Maintain proper documentation for auditing purposes.
• Record Maintenance: Keep organized records of all accounts payable transactions and vendor information, ensuring proper filing and documentation for easy retrieval.
• Reporting: Assist in the preparation of financial reports, including accounts payable aging reports, sales and property tax reconciliations, reconciliation of pre-paid permits and licenses and other required reports for senior management.
• Continuous Improvement: Assist in streamlining accounts payable processes and identifying areas for increased efficiency and cost savings.