Accounts Payable Specialist

General summary of the position

The Accounts Payable Specialist position requires a minimum of 2 years of relevant experience in accounts payable, possesses a high level of reliability, precision, and attention to detail. Critical job duties and skills include: timely payment of vendors for services performed and products received; review and process invoices using Prelude; good time management and the ability to multi-task.

Essential functions

Responsibilities:

• Full cycle Accounts Payable purchases processing with three-way match, coding, and request for authorization for payments.
• Enter all invoices into Prelude.
• Check for approvals and ledger coding and ensure voucher accuracy and completeness.
• Follow up on all open item receipts and reconcile to final billing. Interface with operations to ensure bills are received timely.
• Respond to all vendor account inquiries, prepare account analyses, and resolve discrepancies.
• Maintain vendor files and manage the company's document management system.
• Prepare weekly payable runs, bank upload, and distribution of ACH, wire, and check payments.
• Set-up and process ACH payments to vendors.
• Assist with the department's month-end close cycle, special projects, and other department duties as needed.
• Document vendor correspondence, unique processes, and significant procedures.
• Identify and recommend process improvements and better ways of operating within the Accounting function.
• Other duties as assigned

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Statewide Safety Systems complies with all laws prohibiting discrimination against employees and applicants based on race, color, religion, sex, age, national origin, citizenship status, disability, genetic information, veteran status, or other protected classifications under applicable law. Statewide Safety Systems complies with all federal government contracting laws and is committed to providing equal employment opportunities for qualified employees and applicants, such as women, minorities, persons with disabilities and certain groups of veterans. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, and training, working conditions, compensation and benefits. Statewide Safety Systems policies and practices reflect our commitment to nondiscrimination in all areas of employment, including contracting opportunities for vendors and suppliers.

• Ability to work independently and as part of a team
• Strong problem-solving skills and work ethics
• Ability to work between the hours of 7 AM and 6PM
• Excellent verbal, written, and interpersonal communication skills
• AA degree in accounting.
• Experience with Prelude.
• Reliable transportation.
• Experience with utilities.

WORK CONTEXT

1. High degree of accuracy and exactness is extremely important in the performance of this job.
2. To accomplish work activities, the A/P Specialist must be able to communicate effectively with team members, supervisors, and business partners among different levels of the organization, and with clients outside of the organization.
3. Must be able to lift up to 25 lbs.

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 use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, sit, walk; and may stoop, kneel, crouch or crawl.  The employee must regularly lift and/or move up to ten pounds, may lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Responsibilities:

• Full cycle Accounts Payable purchases processing with three-way match, coding, and request for authorization for payments.
• Enter all invoices into Prelude.
• Check for approvals and ledger coding and ensure voucher accuracy and completeness.
• Follow up on all open item receipts and reconcile to final billing. Interface with operations to ensure bills are received timely.
• Respond to all vendor account inquiries, prepare account analyses, and resolve any existing discrepancies.
• Maintain vendor files and manage the company's document management system.
• Prepare weekly payable runs, bank upload, and distribution of ACH, wire, and check payments.
• Set-up and process ACH payments to vendors.
• Assist with the department's month-end close cycle, special projects, and other department duties as needed.
• Document vendor correspondence, unique processes, and significant procedures.
• Identify and recommend process improvements and better ways of operating within the Accounting function.
• Other duties as assigned

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Statewide Safety Systems complies with all laws prohibiting discrimination against employees and applicants based on race, color, religion, sex, age, national origin, citizenship status, disability, genetic information, veteran status, or other protected classifications under applicable law. Statewide Safety Systems complies with all federal government contracting laws and is committed to providing equal employment opportunities for qualified employees and applicants, such as women, minorities, persons with disabilities and certain groups of veterans. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, and training, working conditions, compensation and benefits. Statewide Safety Systems policies and practices reflect our commitment to nondiscrimination in all areas of employment, including contracting opportunities for vendors and suppliers.