Accounts Payable Specialist

The primary duties of the Accounts Payable (AP) Specialist are to process invoices for payment as well as compile and maintain accounts payable records. This position is responsible for understanding and being knowledgeable in all areas related to accounts payable. The position is responsible for more complex accounts payable activities. Position will work as part of the team to support coverage issues and provide training as new processes develop.

• Compile appropriate documentation for invoices by matching purchase order and receiver to invoice. Audit invoice against documentation for accuracy and verify appropriate approvals are in place prior to payment. Clarify questionable invoice items, terms, or prices. Manage progress payments and previous payments to ensure accurate and timely payment of invoices.
• Verify vendor information such as address and federal tax ID number, calculate tax and invoice totals - taking discounts when applicable - and verify proper account coding.
• Communicate and work with vendors. Answer vendor inquiries and requests, request W9’s, communicate changes in company status, and other items or issues that may impact invoice payment.
• Ensure invoices are ready for check run, meeting appropriate deadlines and due dates. Participate in activities to help prepare weekly check runs.
• Responsible for accurate electronic and paper filing of accounts payable documentation.
• Maintain all accounts payable reports, spreadsheets, and other department related documents. Distribute information to management as assigned.
• Match and audit invoices to payment, ensuring final quality check.
• Communicate to management any issues, problems, opportunities, or areas of improvement.
• Work as a team, supporting and backing up functions as needed, within the Accounting Department.
• Ability to perform all essential job functions with or without reasonable accommodation.
• Perform all other duties as assigned.

Skills and Abilities

• Ability to analyze data quickly and solve problems.
• Strong attention to detail while entering and auditing data records.
• General computer knowledge and proficiency.
• Experience with Microsoft Office including Work and Excel.

Demonstrated Competencies

• Dependable and can meet deadlines.
• Communicate effectively with all levels of employees as necessary, both in verbal and written form.
• Ability to understand and carry out oral and written instructions as well as request clarification when needed.
• Must have regular and punctual attendance.

Physical Requirements

• Office setting.

Experience:  Previous experience working in an accounting environment is preferred.
Education:  High School diploma or equivalent, or verifiable ability to perform essential job functions.
Department:  Accounting/Finance