Accounts Payable Specialist

SUMMARY

Havtech is looking to add an Accounts Payable Specialist to our growing Accounting Department. In this position, the Accounts Payable Specialist is responsible for processing invoices from vendors while ensuring the accuracy and timeliness of the accounts payable across multiple companies.

The ideal candidate for this position will be a collaborative professional with strong organizational skills and attention to detail.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.

• Receive and process upwards of 75 invoices and credits a day from various vendors.
• Verify the accuracy of vendor invoices and confirm that the correct general ledger account codes are used.
• Utilize third-party AP Software in workflows for both processing and paying invoices.
• Establish and maintain relationships with new and existing vendors.
• Communicate with internal and external customers to resolve discrepancies on invoices.
• Reconcile AP aging on a weekly basis and research vendor statements monthly, bringing any discrepancies to the attention of the AP/Billing Manager.
• Resolve any vendor payment inquiries.
• Review sales tax on invoices and submit proper exemption certificates, as applicable.
• Analyze vendor accounts and any discrepancies in payment processes.
• Reconcile outstanding payments to vendors.
• Process manual payments (ACH/autopay) against invoices.
• Perform special projects and other duties, as assigned, to support the Accounting Department.

REPORTS TO

AP/Billing Manager

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

• Associates degree in Accounting, Finance or Business, or 1-3 years of relevant or transferable experience required.
• Utilize good judgement, critical thinking, and problem-solving skills to follow through on assigned duties.
• Demonstrate accountability and proactively manage workload to meet deadlines in a dynamic work environment.
• The ability to complete a task while demonstrating a thorough concern for all the areas involved, no matter how small.
• Desire to be a part of and support a proven accounting team while having the ability to work independently to deliver exceptional customer service.

• Excellent written and verbal communication and collaboration skills are required.

• Proficient in MS Office, intermediate proficiency in Excel. MS Dynamics GP experience is a plus.
• Working knowledge of sales tax and related best practices.
• Ability to learn new software and systems quickly.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DECLARATION

Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.