Accounts Payable Specialist

Title: Accounts Payable Specialist

Purpose: The Accounts Payable Specialist performs crucial job duties that ensure vendors are paid timely for services rendered and/or products purchased. The AP Specialist reviews and processes invoices, answers vendor inquiries, reconciles vendor statements, prepares, and submits 1099 statements, and processes checks/ACH batches weekly. The Accounts Payable Specialist must exercise discretion and be able to work independently, analyze data, and follow through on assignments with minimal direction.

Reports to: Accounting Manager

Job Functions: 

Accounts Payable and Cash Disbursements for MTA, DTO and RTA

• Verify the accuracy of vendor invoices and confirm that the general ledger account codes are reasonable for the items or services purchased.
• Generate payments to vendors on a routine schedule and match the check or ACH batch with backup for review and signatures by management. 
• Prepare and record manual checks as needed for off-cycle, emergency payments.
• Investigate and resolve uncleared checks (older than 30 days).
• Respond to external vendors and internal managers regarding all aspects of the accounts payable process.
• Research information to provide accurate and timely responses to vendors and internal inquiries.
• With the assistance of the Accounting Generalist, maintain the AP filing system to ensure information is readily available for verifications and audit requests.
• Review monthly vendor statements for past due balances or unused credits. Contact vendors as necessary.

Month-end Processing and Reporting

• Monthly reconciliation of the AP subledger to the general ledger.
• Monthly A/P Aging reconciliation including documenting adjustments when needed.
• Monthly Parts Inventory reconciliation between the general ledger and parts inventory systems; liaise with the Parts Department for discrepancies.

Payroll Processing Back-up

• Complete the necessary preparatory tasks to process and balance the biweekly payroll, as backup.
• Assist in periodic biweekly payroll tasks when needed.
  • Process Payroll once per quarter to stay up to date on processes and procedures.
• Assist in resolution of payroll related problems and issues as needed.

Perform Other Duties as Assigned:

The primary job functions are intended to describe those functions that are essential to the performance of this job and must be performed unaided or with the assistance of reasonable accommodation.  Other responsibilities are those functions, which are considered incidental or secondary to the overall purpose of the job.  This job description does not imply that the above are the only duties assigned to the position.  Employees may be required to perform any other job-related duties as requested by management.

Requirements:

• Two (2) year associate degree strongly preferred or minimum five years Accounts Payable experience.
• Expertise with Microsoft Office products, especially Excel.
• Two (2) years of experience with GL and financial software preferred.
• Exceptional attention to detail and analysis skills required.
• Ability to meet weekly/monthly deadline requirements and goals.
• Ability to prioritize and work with little supervision.
• Maintain effective working relationships with all levels of customer and employees.

Physical Requirements with or without reasonable accommodation:

Physical activity includes but is not limited to:

• Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening.
• Must be able to operate office equipment, including but not limited to telephone system, computer system, printer, copy machine, facsimile machine, adding machine.

Recommended Preparation for Employment: 

• Experience with payroll processing is a plus as this position will serve as backup to the payroll administrator.
• Excellent organizational skills and attention to details are a must as the volume of invoices is very heavy.
• Experience with general ledger and financial software is preferred.

Classification under Fair Labor Standards Act:  Non-Exempt

WeGo Public Transit is an equal opportunity employer.