AP Specialist - Computerized Office & Accounting
Provides accounting support by ensuring payments to vendors, employees, and other parties are completed and expenses are controlled according to established policies and procedures in an efficient, timely, and accurate manner.
KEY RESPONSIBILITIES
- Match purchase orders to invoices and enter invoices into the computer system for payment
- Reconcile processed work by verifying entries and comparing system reports to balances
- Charge expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries
- Pay vendors by monitoring discount opportunities, verifying Federal ID Numbers, scheduling and preparing checks, resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos, issuing stop-payments or purchase order amendments
- Pay employees by receiving and verifying expense reports for advances; preparing checks
- Maintain accounting ledgers by verifying and posting account transactions
- Verify vendor accounts by reconciling monthly statements. Enter new or updated vendor names and data
- Report sales taxes by calculating requirements on paid invoices
- Provide accurate and effective document preparation and records management relative to the AP function in accordance with records retention policies and procedures
- Protect organization’s value by keeping information confidential
- Update job knowledge by participating in educational opportunities
- Perform account reconciliations
- Research and resolve payment discrepancies
- Generate age analysis
- Process credit card payments
- Process adjustments
- Communicate with vendors, procurement, and other parties via phone, email, mail, or in-person
- Assist with month-end closing
- Collect data and prepare monthly metrics
- Enter vendors’ invoices and credit memos
- Prepare fixed assets and depreciation schedule
- Responsible for filing, copying, and sending checks to vendors and AR invoices to customers
- Set up and update Business Partners’ Master Data
- Assist in general and internal audits
WORKING RELATIONS
Internal
- Work with AP, Procurement, Cost Accountant, General Accountant, and Controller
- Work with other employees
External
- Contact vendors to resolve billing problems
REQUIREMENTS
Education and Experience Background:
- AA Degree in Accounting or Business Administration
- Knowledge of general accounting principles, regulatory standards, and compliance requirements
- Proficiency in MS Office, including the ability to operate computerized accounting and spreadsheet programs
- High degree of accuracy, attention to detail, and confidentiality
- Excellent analytical, problem-solving, and decision-making skills
- Effective verbal, listening, and written communication skills
- Effective organizational, stress, and time management skills
- Demonstrates a sense of urgency and ability to meet deadlines
- Ability to work independently or as a team member
Job Type: Full-time
Pay: Up to $23.55 per hour
Expected hours: 40 per week
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Accounts receivable: 3 years (Preferred)
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