The Accounts Payable Specialist provides clerical support necessary to pay the obligations of the Company.This position is tasked to assist in recording and analyzing transactions and preparing financial reports and analyses.
The position also allows the person to grow in the knowledge and application of accounting standards and principles as they apply to MDB business. Part of the role is to also stamp and sort incoming mail, and separates into batch categories/departments. Potential to grow into other accounting functions, such as AR, GL, etc.
Follow established AP/Purchase Invoice processing SOP/Guidelines:
-Manual Invoice Process - Assembles categories into batches to be completed for payment and alphabetizing. Verifies all addresses and federal I.D. numbers of vendors if available; calculates all extensions and totals on invoices, calculating and taking discounts when applicable; verifies all GL coding, if applicable, checking project numbers; reviews invoices and requisitions for satisfactory payment approval, checking vendor files for any previous payments
-Electronic Invoice Approval Process via Concur - Manage/monitor/assign AP/Purchase invoices to appropriate parties for approval. Assign or change appropriate expense category/GL code in Concur for proper classification of expenses. Enter descriptions or additional comments to clarify nature of expenses or payments, where appropriate
-PO-Based Invoice Process – Process approved invoices against correct PO number in ERP and confirm receipts of inventory against each invoice and PO for payment processing
-Prepare manual checks generated by the system for supervisor approval
-Prepare payment package by including each check along with supporting documents for authorized signature
-Monitor Concur for outgoing payments based on due dates
-Process employee reimbursement
-Verify employee reimbursement request for authorized approval
-Verify employee reimbursement request in according with the Company’s policy and guidelines
-Code each appropriate expense with proper GL to record into ERP
-Process payments to employees either via ACH/ACH or via Concur
-Monitor & manage accounts payable aging
-Review and analyze AP invoices via Concur to identify unusual/abnormal transactions and approval. Analyze and review patterns of expenses and pro-actively follow up with invoice approvers and escalate to management/supervisor in a timely manner
-Vendor Card Setup in ERP – including W9 form completed by vendors, address, contact, default GL code, expense type verified, maintains federal identification number in system, and 1099 processing
-Receives and organizes statements from vendors
-Ability to trouble shoot or problem solve issues/disputes with vendors/suppliers
-Follow up with each invoice approver regarding status of invoice approval and inquiry/question for any unusual or out-of-ordinary expenses or approval.
-Escalate to supervisor for any unusual or out-of-ordinary expenses or approval
-Performs other related tasks as may be assigned by the Supervisor, Invoice Processing.
-Familiarity with clerical practices, office procedures, and automated equipment.
-Ability to perform computations with reasonable speed and accuracy.
-2-year college or 4-year university graduate or equivalent, with accounting training desirable.
-Prior experience with Concur or other AP automation service/tools is preferred
-Others – organized, analytical, detail oriented, good communication skills, can work under minimum supervision, fast learner
-Familiar with excel shortcuts and formulas (VLOOKUP/SUMIF/Pivot table)