Accounts Payable Specialist

POSITION SUMMARY

The Accounts Payable Specialist processes invoices, employee expense reports, and prepares weekly check runs. Reviews and audits invoices for proper authorizations and correct coding, and resolves outstanding or disputed invoices. Responsible for day-to-day financial transactions including accounts payable reconciliations and various other transactional issues. The Accounts Payable Specialist must exercise discretion in executing essential functions and be able to work independently, following through on assignments with minimal direction.

FLSA Status: Non-Exempt

Job Status: Full-Time

Work Schedule: Monday - Friday 8:00am-4:30pm

Accounts Payable Specialist Salary Range: $25.90 - $31.03

ESSENTIAL DUTIES & RESPONSIBILITIES

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Perform high volume invoice transactions with an emphasis on accuracy and timeliness.
• Understanding of GL coding and journal entries for month end accruals.
• Understanding of CIP/Fixed Assets and for proper allocations.
• Understanding of Contra Accounts.
• Creates and maintains excel spreadsheets for various tracking and metrics.
• Prepares month end AP related balance sheet recs.
• Maintains and monitors Concur activities.
• Assist credit card holders on Concur reporting and functional transactions.
• Prepare interim and annual audit schedules pertaining to AP.
• Ability and experience with identifying AP related process improvements and provide and implement recommendations.
• Prepares IRS Form 1099's for all applicable vendors.
• Prepares IRS Form 1042-S's for applicable foreign vendors.
• Annually researches tax law changes related to 1099 and 1042 reporting.
• 3 way matching of supplier invoices with packing slips and purchase orders, where applicable.
• Familiarity with internal AP and Purchasing related procedures, with ability to hold others accountable with timely submissions of documents and approval thresholds.
• Verifies supplier invoices to have accurate pricing, sales tax, if applicable, and GL coding.
• Sets up and enters new suppliers into database.
• Prioritize invoices according to cash discount potential and payment terms.
• Prepares weekly check run report for authorization.
• Process weekly payments for international wires, domestic ACH, and live checks with supporting documents.
• Understanding of foreign exchange rates and prepare currency conversions.
• Matches checks with bills and prepares for mailing.
• Processes resale cards for vendors.
• Notifies Purchasing of discrepancies between Purchase Orders and vendor invoices.
• Reconciles vendors' statements of account monthly for any missed invoices.
• Contact vendors for outstanding issues.
• Assist in compiling information and preparing responses to auditors during the annual external audit.
• Reconcile vendor statements monthly to the AP Aging report and brings any discrepancies to the attention of the Assistant Controller.
• Prepare all A/P month-end reports.
• Reviews the Goods Not Received report weekly for accuracy and maintains it to keep current. Prepares weekly GRN status report to provide to management.
• Monitors that all invoice/packing slips have a Requisition Form.
• Maintain and reconcile petty cash.
• Logs all incoming checks and submits to Accounts Receivable for depositing.
• Ensures compliance with company procedures as it relates to disbursements.
• Prepare foreign receipts to submit for reimbursement of VAT tax.
• Excellent communication skills.
• Ability to multi task and open to change and learn new tasks.
• Performs other duties as assigned by the supervisor as needed.

COMPETENCIES:

• Customer Focus - Knows who internal customers are. Identifies opportunities that benefit the customer (internal and external). Establishes and maintains effective relationships. Delivers products that meet customer expectations.
• Results Oriented - Works as a productive and cooperative member of a cohesive group. Persists in accomplishing objectives despite obstacles and setbacks. Pushes self and helps others achieve results. Solution vs. problem oriented. Demonstrates ability to adjust when obstacles arise.
• Communicates Effectively - Communicates proactively and with purpose and professionally, in a concise and straightforward manner. Attentively listens to others. Communicates to those involved, especially if agreements cannot be kept.
• Accountability - Takes personal responsibility for decisions, behaviors, actions and failures, and commits to necessary corrective action. Able to admit limitations of knowledge, yet demonstrate a willingness to do what is needed to improve. Proactively seeks feedback without being defensive. Does what is right because it is the right thing to do. Leaves personal circumstances outside of work in order to remain engaged in the task at hand. Maintains a positive attitude despite adversity.
• Reliability - Demonstrates reliable and predictable attendance and punctuality.
• Technical Aptitude - Skill of typing 40+ WPM and accurate ten-key data entry.
• Technical Aptitude - Skill of planning and completing administrative tasks correctly and on time.
• Technical Aptitude - Ability to add, subtract, multiply and divide using whole numbers, common fractions and decimals.
• Technical Aptitude - Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Technical Aptitude - Knowledge of A/P basic procedures and tracking.
• Technical Aptitude - Basic Accounting knowledge required, including double entry accounting.
• Technical Aptitude - Knowledge of standard requisition and purchase order process.
• Technical Aptitude - Excellent attention to detail and accuracy.

POSITION QUALIFICATIONS

Education: High School Graduate or General Education Degree (GED): Required. Associate's or Bachelor's Degree in Accounting, Business or similar discipline: Preferred.

Experience: Five to Seven years full-cycle Accounts Payable. AP Automation of Procure to Pay implementation and maintenance: Desired. Experience in the musical instrument industry is a plus. Knowledge of and ability to practice double entry accounting a plus. Must be able to pass an Accounting Skills Test.

Computer Skills: Knowledge of Microsoft Office. Intermediate Excel skills (sumifs, vlookup, pivot table). Knowledge of Concur or similar application. Knowledge of ERP, Syspro preferred. Ability to learn new software applications as needed. Strong 10 key by touch.