Accounts Payable Specialist

2 weeks ago

Warrington, United States Stern & Eisenberg PC Full time
Job DescriptionJob DescriptionThe Accounts Payable Specialist completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.Duties & Responsibilities:
  • Maintain AP files and folders.
  • Monitor AP emails and respond to the emails within 24 hours.
  • Contact vendors through email, phone, or fax.
  • Negotiate contracts (terms, price, and fees) with vendors.
  • Maintain a positive relationship with vendors.
  • Review leases, rent, insurance, bond, and benefits, invoices and ensure no termination for non-payments, non-renewal, or missing deadlines.
  • Prepare invoices for entries, including matching with documents, coding, and allocating based on the department and state.
  • Prepare, update, and monitor AP policies and procedures.
  • Prepare and monitor employee reimbursement policies and procedures.
  • Prepare and monitor company credit card policies and procedures.
  • Review and audit credit card transactions.
  • Prepare weekly AP reports.
  • Prepare weekly check runs timely manner.
  • Distribute or mail AP checks.
  • Prepare cash flow projections for weekly AP checks.
  • Reconcile AP ACH daily.
  • Reconcile invoices for the month-end closing process to ensure we are not missing any invoices.
  • Monitor cost and expenses.
  • Flag unusual, overpriced, non-approved invoices.
  • Prepare IT, SaaS, Marketing, Utilities, Rent, Lease, Insurance, Consulting, Professional fees, and other as-required reports for the accounting manager or CFO.
  • Review employee expense reports and ensure they are within the company policies.
  • Prepare 1099 for year-end.
  • Request and review W9 and application for a new vendor.
  • Assist accounting supervisor as needed.
  • Training with other departments or within the same department requires as needed.
  • Control expenses by monitoring each invoice,
  • Recommend cost reduction.
  • Analyze cost and expenses.
  • Reconcile processed work by verifying entries and comparing system reports to balances.
  • Charge expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries.
  • Resolve purchase orders, contracts, invoices, or payment discrepancies and documentation.
  • Ensure credit is received on outstanding memos.
  • Verify vendor accounts by reconciling monthly statements and related transactions.
  • Maintain payable accounts by verifying and posting account transactions.
  • Maintain historical records by filing, scanning, and storing documents.
  • Maintain strict confidentiality.
  • Respond to inquiries and reach out to appropriate parties to obtain or relay information.
  • Ensure timely and helpful communications are sent to all appropriate parties, such as supervisors, coworkers, management, vendors, or clients, where the data needed to resolve an issue is fully identified and communicated efficiently and effectively.
  • Elevate problems and issues to the supervisor promptly.
  • Other duties as assigned.
Job Requirements
  • High School Diploma required
  • Must be proficient in Excel.
  • Knowledgeable in Microsoft Dynamics.
  • 1-year accounts payable experience
  • Outstanding written and oral communication skills to communicate with attorneys, staff, vendors and clients.
  • Outstanding organizational and time management skills.
  • Able to handle large volumes of work with thoroughness and exceptional attention to detail.
  • Possess strong data entry skills
  • Highly proficient in MS Word, MS Outlook, and Excel.
Physical DemandsThe physical demands described are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is usually required to talk, hear and walk, occasionally required to stand and lift and frequently required to sit, reach with hands and touch. Specific vision abilities required by this job include close vision and ability to adjust focus.Work EnvironmentThe work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of the job, the employee is usually in an indoor office environment. The noise level in the work environment is usually moderate.

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