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Accounts Payable Specialist
2 months ago
The Accounts Payable Specialist is responsible for the financial processing of transactions for the organization, including daily bookkeeping and record keeping, financial reporting, and the preparation of tax records for financial audits.
Key Responsibilities:- Reviews and verifies invoices to ensure they are matched with applicable purchase orders.
- Confirms check requests, invoices, expense reimbursement, and sub-consultant invoices have proper authorization for payment.
- Sorts, codes, and enters vouchers into the system for payment.
- Reconciles accounts payable transactions, prepares analysis of accounts at the group level, and ensures vendor records are properly kept and W-9 forms are filled out timely.
- Monitors accounts to ensure payments are current and late charges are not incurred.
- Researches and resolves invoice discrepancies and issues in a timely manner.
- Understands the charges on invoices and only pays for items that are fully understood.
- Identifies and addresses inaccuracies in charges and takes the initiative to contact vendors to research and resolve the issue.
- Keeps the manager informed of any discrepancies in a timely manner, ideally within one month or sooner.
- Assists with month-end closing.
- Prepares or assists in preparing reports or returns, including 1099s required by the state.
- Ensures all bills are scanned in a timely manner or within a month of payment.
- Researches and resolves any outstanding balances on accounts, including communication with vendors via phone, mail, or email.
- Completes credit applications as requested by vendors to establish a credit limit.
- Provides accurate and effective document preparation and records management relative to the accounts payable function, adhering to record retention policies and laws.
- Assists in the annual audit by preparing assigned reports or providing documentation as directed by the Chief Financial Officer.
- Maintains a procedure manual of accounts payable tasks as a guide for backup.
- Researches and recommends programs, policies, and procedures to improve the effectiveness and efficiency of the accounts payable function.
- Prepares checks, including releasing ACH transactions and web payments, and backup documentation in Salesforce.
- Performs other duties as assigned.
