Accounts Payable Specialist

Herb Pharm

We inspire a trust in plants and respect for nature. We balance purpose with profit, treating our employees with respect and gratitude.

Located in beautiful Williams, Oregon, Herb Pharm is the nation’s leading liquid herbal supplement company. Comprised of a diverse organic farm and production facility, we work with more than 250 plants and distribute over 500 liquid herbal extracts to grocery, natural food, and specialty stores nationwide and have been for over 40 years

We are looking for dedicated professionals to grow with our Accounting team. Read on to find out more below:

Position: Accounts Payable Specialist

Department: Accounting

Location: Williams Site, 20260 Williams, OR, 97544

Hours: Monday-Friday, 8:00 am - 4:30 pm

Pay: $20.00 - $24.00/hr

Summary: This position is responsible for the timely and accurate processing of all accounts payable, including verifying receipts of goods and accuracy of vendor invoices, determining account coding, while maintaining confidentiality while processing payments, and updating A/P management reports. The following duties are performed in a courteous manner thereby contributing to the overall successful operation and growth of the organization.

Essential Duties & Responsibilities include the following, other duties may be assigned:

• Ensures timely payment of all invoices by verifying and entering invoices in preparation for payment.
• Ensures all invoices are marked when received, obtains account coding/approval from managers, verifies orders are within expenditure authority limit, verifies the accuracy of coding, and that all quantities of merchandise ordered are received and billed accurately.
• Ensures accurate records by researching discrepancies as needed.
• Determines payment due dates, contacts vendors in a timely manner to request invoice adjustments or corrections for lost/damaged merchandise.
• Notes receipt of all information/documentation required prior to payment. Enters invoices into the accounting system for payment, verifying the accuracy of data entry, and maintains a system to separate invoices into status stages.
• Ensures timely processing of checks every week to avoid late fees or finance charges; prepares invoice packages, obtains signatures, processes discounts and mails checks, finalizes invoice packet to indicate completion for the specific week
• Ensures prompt month-end by preparing monthly A/P accrual within five days of month-end, summarizing all invoices to be accrued in the general ledger, verifying receipt of merchandise, and proper account coding.
• Promotes smooth department function and reference abilities by maintaining vendor and paid invoice files, including detailed files of W-9s, and documenting tax ID numbers of all vendors.
• Assists in the development of accounting systems, including documentation of accounting procedures. Assists in the training of others on the proper use of the system, as needed.

Our generous benefits package includes a complete range of quality health benefits:

• Comprehensive group medical, dental, and vision coverage for employees and dependents
• Coverage includes a variety of alternative healthcare options.
• Prescription drug coverage with a mail-order program
• Generous employee purchase discounts on our herbal products
• Employee assistance program
• Green Commuter Initiative to encourage carpooling, walking, and biking to work.
• Life, accident, and disability insurance
• Paid vacation and personal time off
• Short-term disability plan
• 401(k) retirement plan with generous company matching and profit-sharing features.

Education and Experience:

• Associate’s degree (A.A.) in business, mathematics, or a related field or equivalent combination of education and experience.
• 2+ years of related experience required.

Technical Requirements:

• Proficiency in Office365, exceptional with Excel.
• Experience with database management, presentation development, and word processing software. Has the capacity to learn and comprehend new computer programs or tools.

Qualifications & Requirements:

• Maintain professional and technical knowledge of current trends, practices, and developments in the profession.
• Assist with efficient team operation and continuous process improvement, by participating actively in all team and departmental meetings as requested.
• Regularly assist with special projects as directed.
• Ability to work in a fast-paced environment and manage multiple projects to completion.
• Well organized, with the ability to set priorities and meet reasonable deadlines.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Interpersonal Skills: Ability to quickly organize and communicate thoughts, and to understand communications from others. Ability to maintain composure, and professionalism, listen, and respond appropriately.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra to practical problem-solving situations.

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively articulate and present ideas and solutions to managers, clients, customers, and employees.

At-Will Employment: Herb Pharm is an ‘At-Will’ employer. Nothing in this job description should be interpreted as an employment contract.