Accounts Payable Specialist

POSITION TITLE: Accounting Clerk

REPORTS TO: Assistant Controller

 

As an Accounts Payable Clerk, your primary responsibility is to ensure accurate and timely processing of financial transactions related to the company’s accounts payable function.  You will be responsible for processing invoices, managing payments to vendors, reconciling accounts payable transactions and ensuring compliance with company policies and procedures.  Collaborates with internal teams and external vendors, utilizing technology to optimize processes and maintain high levels of accuracy and efficiency.

 

Key responsibilities include but are not limited to:

 

Invoice Processing:

• Review and verify the accuracy and completeness of vendor invoices and supporting documentation.
• Verify appropriate authorization and coding for all invoices.
• Match invoices with purchase orders and receiving documentation.
• Resolve invoice discrepancies.
• Enter invoices into the accounting system for payment processing.
• Working closely with purchasing group. Open communication is a MUST.
• Receive and review incoming invoices, ensuring they are complete, and accurate.
• Enter invoice details, scan invoices into SAP for processing and payment.

 

Vendor Management:

• Set up new vendors in SAP.
• Maintain accurate and up to date vendor records, including contact information, payment terms, and tax details.
• Verify vendor approval listing.
• Communicate with vendors regarding invoice and payment related inquiries, disputes and adjustments.
• Build and maintain positive relations with vendors to ensure smooth payment processing and resolve any vendor-related issues.

 

Reporting and Reconciliation:

• Reconcile vendor statements to ensure accounts are accurate and up-to-date.
• Investigate and resolve outstanding balances and/or discrepancies.
• Reconcile accounts payable transactions and statements to ensure accuracy and completeness.
• Assist in month-end and year-end closing process, in addition to annual audits, including journal entries and financial reporting.

 

Compliance and Process Improvement:

• Ensure compliance with company policies, accounting standards, internal controls and and relevant regulatory regulations.
• Identify opportunities for process improvement and participate in the implementation of automation tools or streamlined procedures.
• Maintain organized records of invoices, payments and other accounts payable documents.

 

Qualifications and Skills:

• High School diploma or GED.
• Minimium of 1-2 years of Accounts Payable experience.
• Excellent written and verbal communication skills.
• Computer proficiency in Microsoft Office Word and Excel.
• Strong attention to details and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently as was collaboratively within a team.
• Effective communication and interpersonal skills to collaborate with internal teams and external vendors.
• Ability to handle confidential information with integrity and professionalism.
• Analytical and problem-solving abilities to resolve issues and discrepancies.

 

LANGUAGE SKILLS 

Ability to read and interpret financial statements, general business periodicals, professional journals, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to communicate effectively with customers and employees of the company.  

 

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, volume, and net present value.  

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  

 

TECHNICAL SKILLS

Computer literate (MS Office including Word and Excel as well as accounting software)

Proficient knowledge and application of accounting principles

 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. 

PHYSICAL DEMANDS

Employee is regularly required to walk and talk and hear.  The employee is frequently required to stand; use hands to finger