The Accounts Payable Specialist is responsible for a range of general tasks associated with processing accounts payable, expense reporting and vendor relationships. Coordinates and performs a broad range of clerical / support / reception functions in the department. Ensures that requests for information and services are accurately responded to in a timely and appropriate manner.
Performs all duties to obtain and prepare invoices for posting, which could include approvals, intercompany entity allocations, coding, all pertinent data and backup documentation as needed. Ensures all invoices are properly coded, approved, and processed per established time frame. Performs necessary computations and gathers and provides support as necessary.
Creates AP batches and provide invoices and backup documentation to Controller for review prior to posting. Uploads intercompany Accounts Payable invoices to shared folder and respond to the entities’ inquiries. Addresses issues and incomplete accounts payable paperwork with appropriate department and assists in problem resolution.
Maintains an open file of vendor invoices and follows-up with responsible departments to ensure incomplete paperwork or inappropriate requests are addressed to complete payment in accordance with established policies and procedures. Ensures that requests for information are accurately responded to in a timely and appropriate manner. Demonstrates appropriate use of independent judgement and decision making. Demonstrates excellent customer service at all times.
Creates and produces standard and ad-hoc reports, such as, but not limited to, outstanding check report, “Un-invoice liability" report, outstanding balance for current vendor report, AP Trial Balance Detail Report, Legal Accruals, and IT Finance Accruals. Ensures paperwork and reports are complete and accurate, and processed in a timely manner.
Complies with accounts payable policies and procedures and in accordance with organizational, governmental and agency requirements. Maintains confidentiality.
Effectively uses all applicable computer and office systems/procedures to coordinate documentation, data, and information to ensure timely communication and smooth operations. Completes filing in timely manner. Ensures the work area is clean, clutter free, and organized.
Minimum Education: 2 years or more of education for accounting and/or business fields. Associates or bachelor’s degree in accounting or business-related fields preferred.
Minimum Experience: Two (2) years of Accounts Payable experience. Must demonstrate customer service skills appropriate to the job. Must be able to read, write and communicate effectively in English. Computer literacy and proficiency especially using Excel. Ability to establish and maintain effective working relationships across. Ability to maintain a work pace appropriate to the workload. Ability to multitask and prioritize needs to meet timelines. Proficient written and verbal communication skills preferred. Proficiency using Excel preferred.
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