Accounts Payable Specialist

Summary

The A/P Specialist responsibilities include (but are not limited to): Ensures that all invoiced and other request for payment amounts owed by the company to vendors, suppliers, or other organizations/individuals are processed timely and accurately while ensuring all quantities and prices charged are authorized by matching to corresponding purchase orders, receiving tickets, and other proof of delivery and cost authorization support. Invoices are to be reviewed for accuracy and prepared for timely payments, ensuring that all payment or other transaction records are completed. Additional responsibilities include Accounting general ledger coordination.

The A/P Specialist will be located at the Corporate Office in Dallas reporting directly to the Corporate Controller.

The A/P responsibilities include, but are not limited to:

• Processing invoices matched to Purchase Orders
• Working with buyers and vendors on PO price or quantity discrepancies.
• Assisting with Pre-paid account reconciliations.
• Reconcile vendor statements.
• Process weekly cash disbursements, ensuring proper approvals has been provided.
• Assist with annual external audit request
• Timely, accurate and professional communication with vendors.
• Ensuring appropriate completion of W-9 forms for government compliance with 1099 requirements.
• Setting up and maintaining the vendor information within the NetSuite ERP system
• Assisting in implementing new procedures as directed by the Controller.
• Preparing reports for the Finance Team regarding status of the open A/P for cash management purposes.
• Processing accounts payable for a multi-state, multi-office business.
• Verifying accurate G/L coding on invoices with appropriate approvals.
• Processing checks and processing the positive pay file.
• Matching checks with invoices/remittance advices.
• Taking phone calls and answering questions regarding invoice payments.
• Receiving and organizing statements from vendors; checking vendor files for payment of invoices listed as outstanding and contacting departments/vendors regarding outstanding invoices.
• Support the month-end accrual process ensuring appropriate cutoff periods for expense application.
• Maintain A/P and accounting documentation into appropriate areas daily.

Skills and Knowledge Required:

• Ability to effectively plan and organize work to get efficient and effective results.
• Must have competent excel/spreadsheeting skills
• Must have experience maintaining a “Vendor Master” database in an ERP environment
• Ability to use logic and reason in dealing with problems while maintaining professionalism
• Ability to adjust and adapt to changing variables in the workplace.
• Communicates effectively and concisely in oral and written messages.
• Persistence towards accomplishing a task or assignment.
• Ability to work harmoniously and with tact and diplomacy in dealing with a broad range of people.
• Ability to operate proactively, anticipating possible problems, opportunities and challenges.
• Ability to analyze data and prepare reports.
• Ability to be flexible and manage multiple assignments or projects simultaneously.
• Ability to lead, manage and understand timelines and critical paths.

Computer Equipment and Software Requirements

• This position requires the ability to work with a personal computer in a Windows environment.
• Requires proficiency in Microsoft Word, Excel, Outlook.
• Oracle NETSuite ERP experience preferred.

Education and Experience Required

• 1-3 years of related account work experience in a professional service setting with previous Accounts Payables experience.
• Ability to communicate effectively with all levels of management through all mediums available.