Accounts Payable Specialist

Job Summary

• The Accounts Payable Specialist is a key position that offers an individual a tremendous amount of variety and challenge with a professional yet fun loving and spirited company.

The position will provide accounting assistance to team members and support staff as needed, while completing required duties.

General Accountabilities

Regular Duties may include but are not limited to:

• Become knowledgeable to our products, industry terminology, and company operations.
• Process high volume of Accounts Payable invoices daily (2-way and 3-way match) of purchase order, receiving, and packing list for vendor and supplier within a structured deadline.
• Review all invoices for appropriate approval, GL coding and supporting documentation prior to processing into accounting software.
• Ensure all vendor invoices are processed in a timely manner.
• Processing PO/Non-PO invoices for payment.
• Review all documentation for accuracy and completion while adhering to company policies and procedures.
• Process invoices, check requests, refunds, verifies documentation and distribution of petty cash.
• Prepare vouchers, account statements, reports, and review all for accuracy.
• Reconcile corporate credit cards monthly.
• Review, Audit, assist employees, and process all expense reports, & employee credit card statements for reimbursement.
• Monthly closing of AP records and maintain AP filing system.
• Ability to work with vendors and employees of all levels.
• Auditing accounts payable batches & prepare invoice batches for approval and data entry into system.
• Set up new vendors in system – verify for completeness of information, obtaining appropriate signature on new vendor forms. Maintain & prepare all annual vendor 1099 tax forms: filing and reporting to comply with IRS rules and regulations.
• Maintain vendor files: ensure by email and/or phone calls all new & existing vendor profiles are complete with current/accurate information in the accounting system
• Vendor credit applications
• Process regular check run, obtain signatures, and distribute checks as required.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Inputs ACH transactions and credit card payments.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies, assure accurate remit to information, audit for missing invoices, and follow up with vendors/suppliers in a timely manner with any concerns.
• Assist with client credit applications and maintain client A/R insurance data.
• Provide backup and support as needed with maintenance, reconciliation, reporting and/or collection of all accounts receivable.
• Help occasional with accounts receivable: with customer deposits to outstanding accounts receivable invoices, update the accounts receivable ageing list, and report all activity, current and past due, to appropriate management.
• Assist with reporting for management, prepare special reports and complete additional projects as directed.
• Proficient in Microsoft Office Suite (Excel spreadsheet functions and formulas) as well as accounting software programs with the ability to operate related office equipment, such as 10-key calculator, copier/scanner, filing, and retrieve physical documents for accounts payable as needed.
• Ability to think analytically, effectively plan, prioritize, and apply critical thinking skills to issues, well-developed and Excellent organizational skills with ability to utilize time efficiently.
• Ability to work independently and self-motivation with an emphasis on establishing and understanding processes, outstanding attention to detail, ensure accuracy and full compliance with appropriate GAAP standards and regulatory requirements.
• Perform various tasks, special projects and duties assigned by Management/CFO.
• Assist employees, vendors, clients, or customers by answering questions related to accounts, procedures, and services.
• Oversee financial procedures accounting policies.
• Monitor and analyze accounting data and produce financial reports or statements.
• Manage accounting transactions.
• Ensure all payments are completed (including accounts payable and bank deposits)
• Analyze costs and profits.
• Perform internal audits and assist with external audits.
• Ensure compliance with accounting and tax requirements.
• Manage & code all accounting operations including Billing, A/R, A/P, GL and Cost Accounting, Inventory Accounting, Manufacturing Accounting, and Revenue recognition.
• Prepare and publish monthly financial statements.
• Attention to detail for tracking history, and research technical accounting issues.
• Knowledge of accounting software.
• Ensure quality control over financial transactions and financial reporting Document business processes and accounting policies to maintain and strengthen internal controls.
• Monitoring and analyzing, reconcile accounting data and produce financial reports or statements.
• Calculate and record appropriate depreciation and amortization of fixed assets.
• Work with external auditors.
• Establishing and enforcing proper accounting methods, policies, and principles.
• You will assist with needed information to maintain, measure and report manufacturing gross profit margins.
• Interface directly with internal and external customers.

Assist and oversee the daily operations of the accounting:

• Monthly, quarterly, and end-year closing process
• Margin analysis, expense reviews, monthly Expense Accruals.
• Monitor, investigate, and resolve transaction errors, and other discrepancies
• Prepare various daily, weekly, monthly, annual, and job-to-date reports.
• Accounts payable/receivable/material receiving’s
• Cash receipts and Check runs
• General Ledger
• Payroll
• HR, Benefits coordinator, garnishments, unemployment
• Revenue and expenditure variance analysis
• Account statement reconciliations
• Review time sheets
• Bank activity & transfers 5 current accounts & Positive pay
• Accuracy & proper GL coding
• Company liability insurance plans & workers comp

Job Qualifications

• Bachelor’s degree in accounting, or equivalent combination of education and experience.
• 5+ years of progressive experience in accounting preferred.
• Knowledge of accounting principles and practices, ensure compliance with GAAP.

Skills

• Active and effective listening and verbal communications.
• Critical thinking using logic and reasoning to identify solutions, alternate solutions, conclusions, or approaches to problems.
• Effective time and project management.
• Ability to manage multiple projects/tasks simultaneously and function in a fast-paced, office/manufacturing environment.
• Being a team player is mandatory, but highly effective when working on one’s own.
• High efficiency with ERP/MRP programs (Microsoft Dynamics Great Plains preferred).

Work Context:

Our company is a fast-paced and customer focused company that designs and manufactures HVAC products for Green Office buildings and corporate campuses throughout the world. Our product line is highly configurable and flexible, so we manufacture thousands of different individual products on a regular basis. The Accounts Payable Specialist will work primarily in an open office environment in a variety of different conditions including sitting, standing, walking, face-to-face discussions, telephone conversations, heavy computer usage, and e-mail as well as occasional time spent in the factory, shipping, and warehouse. Utilization of personal protective equipment as necessary in the plant.