Accounts Payable Specialist
1 month ago
This position is responsible for all aspects of Accounts Payable (A/P).
Accounts Payable duties include:
- electronic routing and coding of invoices for approval, input of invoice information into the accounting system, printing of checks and ACH batches, forwarding of checks/ACH for signature and filing of documents.
- This position also reviews travel and expense reports submitted for reimbursement to ensure adherence to company policies and procedures.
- This position will also be responsible for certain risk management functions, including but not limited to conducting Food & Packaging (F&P) formula-based contract compliance reviews semi-annual Distribution Center reviews, consolidating and analyzing annual Distribution Center (DC) operational performance review responses, and other risk management responsibilities and special projects as assigned.
RESPONSIBILITIES:
Accounts Payable Process Management
Responsible for all Accounts Payable functions for the company (Restaurant Services, Inc and
Subsidiaries):
• Electronic A/P approval process (PaperSave)
o Route invoices for approval to appropriate authorized reviewers and approvers. Most
invoices are submitted by vendors via email in A/P inbox, If sent by regular mail,
invoices are scanned and uploaded for routing.
o Invoice coding – Invoices are coded with appropriate general ledger (G/L) accounts in
PaperSave prior to routing and reviewed and approved by reviewers and/or approvers.
• Enter approved invoices into the accounts payable module in Dynamics SL (accounting
system) via PaperSave auto-entry functionality after electronic approval.
• Generate weekly check and ACH run, including maintaining check logs, generating PaperSave
export for supporting invoices, and forwarding checks for signature.
• Prepare wire/ACH requests for CashPro payment by foreign subsidiaries (RSCI and RSMI)
and include all supporting documentation (i.e. PaperSave export of invoices to be paid)
• Initiate via DocuSign new vendor and ACH payment set-up process.
• Ensure invoices in PaperSave are promptly reviewed and approved, which requires consistent
follow-up with PaperSave Reviewers and Approvers.
• Respond to vendor/employee/board member inquiries and reconcile account discrepancies.
• Follow-up on outstanding check lists and create and maintain void and stop payment logs and
audit trails.
• Ensure sufficient supply of check stock, toner and envelopes are available to meet cash
disbursement requirements.
• Review the A/P subledger reports for accuracy and errors.
• Coordinate the monthly and annual closing of the A/P subledger with the various departments
and Finance staff. Run the month end subledger reports and prepare the closing reconciliation
documents for approval by Director of Financial Reporting
• Assist with resolution of unclaimed checks.
T&E Expense Report Process Management
• Reconcile American Express credit card activity against T&E report submissions by
cardholders.
Other A/P Related Activities
• Prepare A/P related documents and travel report by department for monthly financial statement
package.
• Prepare summaries of Board of Director and Officer travel related expenses for quarterly Board
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