Accounts Payable Specialist

Job description

Permanent- Full-time

Day Shift: Monday to Friday 7 AM to 4 PM

Salary Range From: $70,000 per year

SUMMARY

An Accounts Payable Specialist is responsible for the financial processing of transactions for an organization. Their duties include daily bookkeeping and record-keeping, financial reporting, and the preparation of records for financial audits.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Reply to emails from vendors regarding past invoices, credit memos, and short-paid invoices.
• Contact vendors by email if any invoice discrepancies (missing PO # or incorrect totals, etc..) and also by phone.
• Copy and paste invoices from the accounts payable email to the OCR server.
• Log into DocAlpha software (OCR) to extract the non-PO and PO invoice information and match the PO items in GP at the same time.
• Log into DocLink software (document management system) and manage all the different workflows (Unprocessed, Approved, Denied, PO invoices, PO Discrepancy, Ready for Import, Import Failed, Staged, Non-Approval & Route Fail).
• Troubleshoot DocLink users' questions regarding system errors, approving purchase requisitions, and approving invoices.
• Contact DocLink by email if self-troubleshoot is not possible so they can investigate the issue and then get back with answers to the user.
• Adding new users to DocLink means first finding out their manager, title, dept #, and if they have approval authority (what amount) to approve purchase reqs and invoices.
• Adding the new DocLink users to the Purchase Req Routing Rules then creating/setting up their roles in DocLink.
• Adding vendors that have non-PO invoices and approving users to the AP invoice Routing Rules.
• Processing invoices in DocLink or GP.
• Posting the invoice batches in GP for PO invoices and non-PO invoices.
• Contact managers/supervisors via email if any overdue items as invoices are sitting in their workflow that needs to be approved for payment
• Adding new vendors to GP and requesting W-9 forms from the vendor to set them up accordingly in GP.
• Updating the DocLink Cache Table system once a new vendor has been created in GP so it can extract and match the correct information or if purchasing team has created a new PO and they need DocLink to be updated.
• Email PO invoices to the purchasing team depending on who the buyer is (Fran, Heber & Ricardo) if PO is not received as the invoice cannot be processed.
• Follow up with the receiving team if there are any receiving issues such as short qty or over qty (receipts don’t match invoice).
• Send invoices to the treasurer that need to be processed by wire.
• Making sure invoices that will be processed by wire are sent to the treasurer in a timely manner.

· Assist senior accountants with the auditors when they request copies of invoices, PO’s receipts & payments.

PREFERRED QUALIFICATIONS:

Associate’s degree in Accounting or Business Management and 5 years related experience, or equivalent combination of education and experience.
Strong interpersonal and communication skills.
Prior experience with financial accounting software applications preferably MS Dynamics GP.
Intermediate Excel skills.
Ability to define problems, collect data, establish facts, and generate alternative solutions.
Ability to think and act independently yet work effectively in a team environment.
Ability to maintain effective business relationships with associates throughout the organization.
Job Type: Full-time

Salary: $70,000 per year

Benefits:

401(k)
401(k) matching
Dental Insurance
Employee assistance program
Flexible schedule
Health insurance
Life insurance
Paid time off
Vision insurance
Physical setting: