Accounts Payable Specialist

Overview:

The Accounts Payable Specialist is a crucial member of the finance team responsible for ensuring accurate and timely processing of all incoming invoices and payments. This role requires attention to detail, organizational skills, and a strong understanding of accounting principles. The Accounts Payable Clerk reports to the Accounts Payable Manager or the Accounting Manager.

Key Responsibilities:

Invoice Processing:

Receive and review incoming invoices for accuracy, completeness, and compliance with company policies.

Matching invoices to PO’s.

Code and enter invoices into the accounting system with appropriate account codes.

Ensure timely approval and verification of invoices by relevant departments.

Payment Processing:

Reconcile payment transactions and resolve any discrepancies.

Maintain accurate and up-to-date vendor information.

Process Sales Tax payments.

Vendor Relations:

Send remittances to vendors weekly.

Complete vendor set up forms.

Communicate with vendors regarding invoice inquiries, discrepancies, and payment-related matters.

Build and maintain positive relationships with vendors to ensure smooth transactions.

Recordkeeping and Reporting:

Generate and analyze reports related to accounts payable activities.

Assist in the preparation of month-end and year-end closing activities.

Expense Reconciliation:

Reconcile purchasing credit cards for various locations.

Reconcile and verify company credit cards with submitted reports.

Compliance:

Ensure compliance with company policies, accounting principles, and relevant regulations.

Stay informed about changes in accounting and payment regulations that may impact accounts payable processes.

Qualifications:

High school diploma or equivalent; additional education or certification in accounting is a plus.

2-3 years of experience as an accounts payable clerk or in a similar role.

Familiarity with accounting software and ERP systems.

Strong attention to detail and accuracy.

Excellent organizational and time-management skills.

Effective communication skills for interacting with vendors and internal stakeholders.

Ability to work independently and as part of a team.

Key Competencies:

Attention to Detail

Organizational Skills

Time Management

Communication Skills

Analytical Thinking

Problem-Solving

Teamwork

This job description is a general outline of the responsibilities and qualifications typically associated with the Accounts Payable Specialist role. Actual duties and qualifications may vary based on the specific needs of the organization.