The Accounts Payable Specialist supports the organization to ensure that only authorized payments are made to suppliers, in the correct amounts and according to payment terms. The Accounts Payable Specialist also compiles and maintains accounts payable records, as required, to ensure payments are properly supported. Primary duties of the Accounts Payable Specialist are:
- Review submitted invoices and payment vouchers for validity, correct amounts and proper approval.
- Ensure “3-way matching” occurs for purchased inventory items before payment is made (Order quantity and values, invoice quantities and values and receipt quantities agree).
- Review freight bills for accuracy before payment.
- Prepare invoice deduction notices (debit memos), as necessary.
- Answer supplier inquiries regarding accounts. Refer disputes to members of management for resolution.
- Maintain supplier accounts as approved/directed by management.
- Submit weekly accounts payable aging to management for selection/approval of payments. Based on this selection, the Accounts Payable Specialist generates checks for payment and submits them to the Vice President or Controller for signature.
- Prepare weekly check mailing and submit report of payments to management for review.
- Prepare analysis of accounts, as required.
- Assists in monthly closings and account reconciliations, as directed by the Controller.
- Assist with special projects, as necessary.
- Answer outside phone calls and direct them to proper employees.
- Handle and distribute incoming mail, and go to the Post Office as needed.
- Other duties as assigned.
General Qualifications: Must have the ability to perform the listed job tasks. Initial and continued employment is contingent on the ability to pass drug testing. Background checks are conducted before any employment offer is extended for this position.
Education / Experience: High school diploma or general education degree (GED) is required; Associates degree in a related field is preferred. A minimum of one year of related experience is required. Additional pertinent experience may be considered in lieu of the educational requirement.
Language Skills: Good verbal and written communication skills are required. Must have the ability to read and comprehend simple instructions. Candidates must be able to construct short memos, and effectively present information in one-on-one and small group situations.
Mathematical Skills: Ability to calculate discounts, simple interest, commissions, proportions, percentages, area, circumference, and volume is essential.
Computer Skills To perform this job successfully, the candidate must have experience working directly with Bamboo, currently but moving to Sage100 software, or must possess the ability to quickly become proficient in the use of it. Candidates must be proficient in Microsoft Windows and Excel.
Physical Demands The physical demands described here are consistent with what might be expected in an office environment. Occasional light lifting (25 pounds or less) may be required. This job requires extended periods of time working at a desk and using a standard desktop computer. Reasonable accommodations would be made to enable individuals with disabilities to perform the essential functions.
Work Environment: Primarily, the work of this position is performed in an
office environment, with occasional visits to the production floor or warehousing areas. When visiting production areas, eye protection and closed shoes are required. The noise level in the work environment is usually moderate.
