JOB SUMMARY

Accounts Payable Specialists record transactions through QuickBooks, create reports, track income and expenses and check figures for accuracy. The Specialist provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by receiving payments, processing, verifying and reconciling invoices according to Company policies and procedures in an efficient, timely and accurate manner. This position must be able to take directions, and be a team player!

PHYSICAL / MENTAL REQUIREMENTS AND WORK CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors: Continual walking, standing, climbing (up to 40 steps up and decline), stooping, bending, kneeling, reaching, carrying, sitting for long periods at a time, and lifting and moving (up to 35#).

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. Please sign below to verify you understand the expectations of this position and can perform the functions of this position.

• Pay and cut monthly and weekly bills to vendors weekly and monthly.
• Enter weekly bills into QuickBooks, company expenses are paid every Tuesday.
• Cut checks for any office expenses as needed (office, computer equipment, etc.).
• Reconcile all vendors, statement and maintain vendor files for each new year.
• Correct tax amounts on purchase orders and ensures correct pay.
• Prioritize invoices according to cash discount potential and payment terms.
• Maintain files and documentation thoroughly and accurately in accordance with Company policy and accepted accounting practices.
• Create new vendor in QB, coordinate with Procurement and acquire all documentation.
• Enter all Vendor invoices that are not orders through the 3-way matching process, i.e., rental, overhead, etc.
• Assist with month-end closing and reconcile all A/P files and accounting annually, box up, make new folders and file. Keep previous year in the office and file room all past years.
• Partner with Projects and Procurement.
• Communicate verbally and in writing with the owner, Project Managers, vendors and suppliers, to establish and maintain effective working relationships.
• Match and system input invoices from vendors.
• Review, compare, and approve all Vendor Bills.
• Track Project Manager approval at 90% on package PO’s. Coordinate with Projects prior and finish payment to ensure closeout items are complete.
• Work with multiple vendors to determine the best option for the company.
• Use the information gathered by you and the purchasing agents to bring to Project Manager for approval.
• Monitors pending purchases, warranties, and other purchasing-related issues using a variety of recordkeeping systems. Operates a variety of standard office equipment.
• Establishes and maintains database files relating to the purchasing function.
• Prepares a variety of purchasing-related documents and correspondence.
• Review all invoices for appropriate documentation and approval prior to payment.
• Perform weekly and monthly check runs.
• Coordinate and obtain vendor waiver for billing purposes, coordinate with A/R.
  Benefits: Medical, Dental, GAP, Vision, Life Insurance, 401k matching