ACCOUNTS PAYABLE SPECIALIST

Department Description

The Accounting Department serves as the financial backbone of the organization, responsible for recording, analyzing, and reporting on all financial transactions. This critical function ensures the accuracy, integrity, and compliance of the company's financial records while providing valuable insights for informed decision-making. The department collaborates with various teams across the organization to maintain financial stability, support strategic initiatives, and ensure transparency in financial reporting.

Role Description

The Accounts Payable (AP) Specialist is a vital member of the finance team responsible for managing the organization's accounts payable functions. This role involves ensuring accurate and timely processing of vendor invoices, expense reports, and other financial transactions while maintaining compliance with company policies and regulations. The AP Specialist collaborates with internal departments, vendors, and other stakeholders to facilitate efficient payment processes and maintain positive vendor relationships.

Responsibilities

• Invoice Processing:
  • Receive and review vendor invoices for accuracy, completeness, and adherence to the contract and company policies.
  • Code and enter invoices into the accounting system with appropriate account coding and cost center allocation.
  • Verify that invoices are properly authorized before processing payment.
• Expense Management:
  • Process and reconcile employee expense reports, ensuring compliance with company policies and proper documentation.
  • Communicate with employees regarding expense report discrepancies and provide guidance on policy adherence.
• Vendor Relations:
  • Maintain positive relationships with vendors and respond to inquiries regarding invoice status and payment.
  • Collaborate with vendors to resolve any billing discrepancies or issues that may arise.
• Payment Processing:
  • Prepare vendor payment list for weekly payment run alignment with company policies and payment terms.
  • Maintain the correct and secure vendor information, payment methods, including checks, electronic transfers, and ACH payments.
• Record Keeping:
  • Maintain accurate and organized records of all accounts payable transactions, ensuring proper documentation and archiving for auditing purposes.
  • Assist in month-end closing activities related to accounts payable, including accruals, clearing and reconciling credit cards, bank accounts transactions.
  • Facilitate 1099 reporting at year-end.
• Internal Collaboration:
  • Coordinate with other departments to ensure accurate and timely processing of invoices and payments.
  • Collaborate with the general accounting team to reconcile vendor statements and resolve discrepancies.
• Process Improvement:
  • Identify opportunities for process enhancements and automation to streamline accounts payable procedures and increase efficiency.

Required Skills & Experience

• Education: Bachelor's degree in accounting, finance, or a related field is preferred
• Experience: 3+ years of relevant experience in accounts payable, finance, or accounting roles
• Technical Proficiency: Knowledge of US GAAP required. Experience with NetSuite, Microsoft Office (especially Excel) strongly preferred
• Attention to Detail: Meticulous attention to detail and accuracy in data entry and record-keeping
• Communication: Excellent written and verbal communication skills for interacting with vendors, colleagues, and other stakeholders
• Problem Solving: Strong problem-solving skills to address and resolve payment discrepancies and vendor inquiries.
• Analytical Skills: Proven ability to analyze financial data, identify trends, and resolve discrepancies
• Time Management: Able to prioritize workload appropriately and consistently meet deadlines in a fast-paced environment
• Team Player: Ability to work collaboratively within a team environment and contribute to a positive workplace culture.