Processes vendor invoices, credit memos, check requests, and payments; verifies purchase orders, resolves discrepancies, codes invoices to general ledger accounts, reconciles vendor statements and prepaid expenses, manages vendor records, and prepares 1099 reporting. The role requires accurate accounts payable or general accounting experience, advanced Excel skills, ERP proficiency, strong communication, organization, and attention to detail.
The Accounts Payable Specialist plays a critical role in managing the Company’s cash outflow and financial commitments. This position is responsible for the accurate and timely processing of vendor invoices, verifying expense records, resolving billing discrepancies, and issuing payments. The ideal candidate is highly organized, possesses strong attention to detail, and excels at building relationships with internal departments and external vendors.
The A/P Specialist typically reports to the Company Controller.
Duties Include:
- Setting up new vendors in the system, managing existing vendor updates and changes, checking service vendor COI’s and issuing resale certificates to vendors as required.
- Processing vendor invoices and credit memos into the system verifying against company issued purchase orders and identifying and resolving purchase order and invoice discrepancies.
- Monitoring the check request email box for incoming check requests; print and review for approval submittal to supervisor.
- Running weekly accounts payable aging reports for review with supervisor and selection for payment.
- Processing and printing weekly approved check runs; prepare for signature and forward to vendors once signed.
- Ensuring vendor invoices are coded to appropriate general ledger accounts.
- Processing manufacturer dealer service fees and accounts payable and accounts receivable offsets.
- Reconciling vendor account statements and other records.
- Processing manufacturer dealer service fees and A/P and A/R offsets.
- Reconciling vendor account statements and other records.
- Preparing monthly prepaid expense reconciliations and vendor deposit reconciliations.
- Processing end of year 1099 reporting.
- Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
Qualifications
Requirements:
- High School diploma required – Associate or Bachelor’s degree in Accounting or Finance preferred
- At least three years’ A/P or general accounting experience
- Must have advanced MS Excel skills
- Proficiency in ERP and accounting systems
- Excellent verbal and written communication skills
- Strong time management skills with the ability to set priorities, manage workloads, and meet deadlines
- High attention to detail and accuracy
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