Accounts Payable Specialist

PURPOSE

The Accounts Payable Specialist ensures accurate, timely processing and payment of company obligations. The role maintains reliable accounts payable records, resolves vendor and internal inquiries, and supports accurate month-end and year-end close activities.

ROLE AND RESPONSIBILITIES

• Process purchase order and non-purchase order invoices daily by reviewing supporting documentation, matching invoices to purchase orders, purchase requisitions, and packing slips as applicable, obtaining required approvals, verifying general ledger coding, and entering transactions accurately to support timely payment.
• Review vendor statements and work with vendors, management, and other ibml departments to resolve invoice discrepancies and payment issues promptly.
• Prepare the weekly accounts payable open-items report for approval, then process and post all approved check, wire, and ACH payments.
• Responsible for processing employee loan ACHs and manual checks as needed.
• Scan all accounts payable invoices and payment receipts into the accounts payable module in Macola.
• Responsible for saving all invoices coded with inter-company GLs in the month end folder.
• Manage the accounts payable shared email account by receiving and processing messages, routing requests to the appropriate parties, and communicating with vendors and internal departments as needed.
• Reconcile the accounts payable general ledger accounts with the AP Open and Received Not Invoiced reports daily, and research and resolve any out-of-balance conditions.
• A/P documents order - responsible for re-ordering A/P checks, envelopes, 1099s, etc. when needed.
• Review all invoices for use tax assessment and report to Asst. Controller at month end.
• Prepaid Schedule - Responsible for reviewing the prepaid GL accounts and updating the prepaid schedule spreadsheet at month end. Responsible for ensuring all prepaid expenses are in correct GL accounts, expensed in correct month and the prepaid GL accounts are balanced at the end of the month by the deadline date.
• A/P accruals - responsible for calculating and entering all A/P accruals at month end by deadline date.
• Vendor Maintenance - Responsible for setting up new Vendors in Macola, obtaining their W-9s and to ensure Vendor information is updated periodically and accurately in Macola.
• Assist with 1099s at year end
• Assist with audit support at year end

PREFERRED SKILLS, QUALIFICATIONS AND EDUCATION REQUIREMENTS

• High School Diploma
• Minimum 2-3 years of Accounts Payable experience
• Basic office skills (typing, filing, handling vendor calls), proficiency in Microsoft Office, particularly Excel and basic Accounting knowledge

ADDITIONAL NOTES