Job Details

Summary/Objective:

The Accounts Payable Specialist is responsible for providing financial and administrative assistance to the organization. Core responsibilities include ensuring timely vendor payments and being the point person for our accounting staff.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

1. Arrive to work each day on time and prepared to be productive, knowledgeable, engaging, and helpful.

2. Provide exceptional customer service always.  Make it a priority to be courteous, friendly, helpful, and prompt to our clients, vendors, guests, and teammates.  

3. Assemble, verify, file, and enter vendor invoices in a timely manner. 

4. Correctly assign expenses to the appropriate project, department, and/or expense category.

5. Enter expense reports for Senior Managers, verify receipts, and submit to corporate for payment once complete. 

6. Aid the purchasing department and President in negotiating terms with vendors both globally and project-specifically.

7. Set up and maintain vendor information within our accounting system. This includes contacts, payment preferences, and addresses.

8. Enter and flag time-sensitive prepayments for the accounting team.

9. Post transactions to journals, ledgers, and other records.

10. Monitor accounts to ensure payments are up to date. 

11. Reconcile accounts payable transactions.

12. Research and resolve invoice discrepancies and issues.

13. Assist with month-end closing.

14. Assist with maintaining a clean office environment.

15. Provide supporting documentation for audits.

16. Maintain confidentiality of organizational information.

17. Answering phones and directing those incoming calls to the appropriate person.

18. Ordering office supplies, ordering warehouse supplies as well as weekly office groceries.

19. General 

20. Train and function as a back up for Accounts Receivable.

21. Maintain a clean and safe work area.

22. All other duties as assigned.

Competency:

1. Strong customer service skills

2. Technical capacity

3. Ability to work both independently and jointly

4. Communication proficiency

5. Teamwork orientation

6. Ethical conduct

7. Collaboration

8. Computer literacy

Supervisory Responsibility:

This position does not directly supervise any employees.