Lead Accounts Payable Specialist

1 month ago

Madison, United States Promega Corporation Full time
Job Description

JOB OBJECTIVE: The Lead Accounts Payable Specialist is responsible for ensuring the accurate and timely processing of vendor invoices, payments, and reconciliations. As a key team member, the Lead AP Specialist is expected to provide mentorship, guidance, and daily support to the Accounts Payable staff and work closely with cross-functional teams to resolve issues and contribute to the overall efficiency of Promega‘s AP operations. This role is ideal for someone with advanced knowledge of accounts payable processes, strong leadership & relationship skills, and a detail-oriented approach.

CORE DUTIES:

1. Invoice and Payment Processing
* Invoicing: Validate and process high-volume vendor invoices (PO and non-PO), internal payment requests, and employee reimbursements in an accurate and timely manner. Volumes at or exceeding 1,000/month.
* Payments: Process bi-weekly/monthly vendor payments (ACH, Wire, Check). Research and resolve any failed payments, as needed.

2. Vendor Management
* Relationship Management: Develop and maintain strong relationships with key vendors and internal stakeholders to ensure accounts remain current, address payment issues, and ensure compliance with terms.
* Account Maintenance: Manage new vendor account setups and/or updates, working closely with cross-departmental teams to ensure timeliness, accuracy, and compliance with fraud prevention. Obtain relevant information from vendors throughout the year to support the year-end 1099 process.

3. System Administration
* Function as the administrator, coordinator, and subject matter expert for AP software systems: Esker OnDemand (invoice automation software), Concur Expense (employee expense reimbursement software), PNC Visa Spend Clarity (corporate P-Card program site).
* Provide system maintenance as needed (e.g., reset employee passwords, add new employees, remove terminated employees).
* Develop additional reporting as needed.
* Maintain SOP‘s and employee training documents.

4. Reporting & Analysis
* Prepare weekly/monthly reports on accounts payable metrics, such as outstanding invoices, payment schedules, and aging reports.
* Assist management in analyzing AP data to support decision-making and cash flow forecasting.

5. Cross-Department Collaboration:
* Work closely with the Purchasing team to reconcile and resolve invoice-to-PO discrepancies and vendor relationships.
* Coordinate with the Treasury team on payment batches and cash flow management.
* Work with the Tax team to ensure sales tax accuracy on vendor invoices.
* Work with the Accounting team to ensure the accuracy and completeness of financial data.

6. Process Management
* Assist the AP Supervisor in monitoring the AP team‘s workflow to ensure adherence to deadlines, accuracy in data entry and payments, and maintaining department goals.
* Collaborate to identify process bottlenecks and recommend improvements to enhance efficiency, controls, and automation.

7. Other responsibilities, including:
* Month-End: Perform month-end closing duties of AP, including account reconciliations, accruals, and reporting.
* 1099 Reporting: Assist with 1099 reporting at year-end.
* Support audits by preparing necessary documentation and responding to auditor inquiries.
* Project management assistance.
* Maintain Accounts Payable records and manuals.
* Ensure compliance with internal controls, company policies, and regulatory requirements.

8. Demonstrate consistent and reliable work performance, upholding the highest standards of accuracy, efficiency, and compliance with company policies and industry regulations.

9. Mentor the Accounts Payable team members, providing guidance on day-to-day operations, workload management, and troubleshooting issues.

10. Demonstrate traits of leadership, responsibility, and integrity both to the AP team and to the rest of the organization.

11. Demonstrate inclusion through words and actions and be accountable for a safe workspace. Act with kindness, curiosity, and respect for others.

12. Embrace and be open to incorporating Promega‘s 6 Emotional & Social Intelligence (ESI) core principles in daily work.

13. Understand and comply with ethical, legal, and regulatory requirements applicable to our business.

KEY QUALIFICATIONS

1. Education and Experience
* Associate degree in Accounting, Finance, or related field.
* 5+ years of experience in Accounts Payable, Accounting, or finance roles, with at least 2 years as a subject matter expert in one or more areas

2. Key Competencies
* Strong understanding of AP processes, including invoice processing, payment procedures, and vendor management.
* High attention to detail and accuracy in financial record-keeping.
* Strong organizational skills and ability to prioritize tasks in a fast-paced environment.
* Excellent problem-solving skills with the ability to troubleshoot and resolve complex AP issues.
* Strong leadership and team management skills.
* Effective verbal and written communication skills.
* Ability to collaborate with cross-functional teams and foster positive working relationships.

3. Technical Skills
* Proficiency in Microsoft Office Suite, specifically Microsoft Excel and Outlook.
* Experience with AP software tools and ERP systems (e.g., SAP) is highly preferred.

PREFERRED QUALIFICATIONS:

1. Bachelor‘s degree in Accounting, Finance, or related field (preferred but not required).


2. Experience with the following software solutions:

3. SAP ERP

4. Esker OnDemand

5. Concur Travel & Expense


6. Understanding of automated accounts payable processing systems.


7. Knowledge of fraud prevention best practices.


8. Knowledge of sales & use tax concepts and applications.


9. Experience with annual Forms 1096/1099 concepts, applications, and filing requirements.


10. Basic knowledge of accounting principles.

PHYSICAL DEMANDS:

1. Ability to sit at computer for extended periods of time.

2. Ability to use a telephone, computer hardware, and general office equipment.

3. Ability to move boxes weighing up to 25 pounds.


At Promega, we value diversity and strive to create an inclusive workplace. We are proud to be an Equal Opportunity Employer, making employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected class.

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