Accounts Payable Specialist

Houston Federal Credit Union

Job Title: Accounts Payable Specialist – Sugar Land Branch

Position: Non-Exempt / Full Time

Role:

The Accounts Payable Specialist will play a vital role in ensuring the timely and accurate processing of payables across the organization. Under the general supervision of the Controller, you will manage all aspects of the accounts payable function including invoice verification, vendor setup, credit card and travel expense management, and ACH payments. You will also support fixed asset tracking and ensure compliance with IRS reporting requirements. Your attention to detail, process consistency, and ability to work independently are essential to maintaining financial integrity and operational efficiency.

Essential Functions & Responsibilities:

• Invoice Authorization and Verification – ability to obtain authorization on all non-recurring invoices, correct invoices as required and verifies capital purchases are either budgeted or contain proper justification.
• Vendor and GL Coding – ability to code invoices to the appropriate vendor and General Ledger accounts. Post internal and external payables in the system. Prepare documents and reports for Controller review before processing.
• Payment Processing – ability to process payment of payable using checks or ACH processing or direct deposit. Convers A/P vendors to ACH payment when possible. Post vendor credits and other applicable adjustments.

• Manages ACH auto debited payments and supporting documentation.

• Auto-Debit Management – ability to manage auto-debited ACH payments and maintain supporting documentation for those transactions.

• Credit Card and Travel Expense Management – ability to oversee corporate credit card usage (employees and board of directors) and manage travel expense and mileage charges using Emburse Certify, ensuring accurate general ledger assignment.

• Fixed Assets and Prepaids – Compile and organize documentation for fixed assets and prepaid transactions. Ensure correct GL coding. Assist with biennial fixed asset inventory reviews. (5% allocated to inventory review.)
• Vendor Creation and W-9 Compliance – ability to create new vendor records as needed and ensure a completed W-9 (Request for Taxpayer Identification Number) is on file.
• Vendor Review and Updates – Periodically reviews existing vendor records, updates payment addresses, and confirm W-9 forms are current.
• Year-End IRS Form 1099 Prep – Annually review vendor records to ensure accurate year-end IRS Form 1099-MISC reporting prior to submission deadline.
• Reconcile accounts payable-related General Ledger accounts monthly to verify that expenses and payments align.
• Responsible for reviewing Accounts Payable procedures, identifying tasks or processes where change may be needed and to assist in updating process to ensure the procedure is effective.
• Performs other duties as assigned to support the accounting function.

Performance Measurements:

• Payables are processed timely, accurately, and in compliance with internal procedures.

• Effective communication and coordination exist with internal departments and vendors.

• Vendor and GL coding is consistently correct.

• Payment and reconciliation errors are promptly identified and resolved.

• Credit card and travel expenses are accurately tracked and posted using Certify.

• Vendor database and W-9 documentation are consistently maintained and updated.

• Policy documentation is current and accurately reflects business practices.

Knowledge and Skills:

Experience:

One to three years of Accounts Payable and/or general accounting experience required.

Education:

(1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program.

Interpersonal Skills:

Strong attention to detail and a high degree of accuracy. Ability to multitask effectively in a fast-paced environment. Excellent communication and customer service skills both oral and written. Proficient with 10-key by touch. Skilled in writing and updating internal policies and procedures. Proficient in using Enburse Certify, Symitar, and Microsoft Office 365.

Other Skills:

Working knowledge of writing and updating policies and procedures.

Physical Requirements:

Stand or sit for long periods of time. Must have ability to lift 10 – 20 pounds.

Must have qualities that are consistent with our CORE Values:

• Integrity, Honesty, & Respect
• Passion, Commitment & Enthusiasm
• Seek Excellence in All We Do
• Work Hard and Have Fun
• Friendly Service and Superior Value