GENERAL SUMMARY: The AP Specialist/Administrative Assistant will play a critical role in managing, analyzing and recording activities with our vendors. This role provides administrative support for the Finance Department. He/she must be dedicated, self-motivated, flexible, with a high level of integrity and possess the ability to work in a fast-paced and highly collaborative environment.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Provide administrative support including, but not limited to, managing Outlook calendars, presentation materials, written and verbal correspondence and general office duties as needed to support the Finance Department.
- Process invoices for payment, assist with bank reconciliations and generate reports including the AP Aging, Check Registers and other ad hoc reports.
- Research information to provide accurate and timely responses to vendors and internal clients at multiple locations.
- Verify the accuracy of vendor invoices and automatic payments, properly match purchase orders with invoices and confirm that the correct general ledger account codes are used.
- Generate payments via check or ACH to vendors on a weekly schedule and match checks with back-up for review by the manager. Back-up will include any printed and/or electronic documents.
- Inspect paid and unpaid invoices including cleared payment inquiries and check voiding to maintain accurate files and records according to company standards.
- Develop and maintain a filing system for financial information, records and documents to ensure that information is easily available.
- Provide supporting documentation for annual audit.
- Perform other related duties as necessary or assigned.
KEY QUALIFICIATIONS AND REQUIREMENTS:
- Associate degree in accounting or Equivalent
- 3+ years of experience in Accounts Payable with a strong understanding of accounting and bookkeeping principles.
- Functional knowledge of organizational operations and procedures to accurately interpret documents and act promptly.
- Requires Intermediate knowledge of Microsoft 365 (formerly Microsoft Office Suite) including PowerPoint and Excel.
- Experience with accounting software and online platforms. Sage Intacct experience strongly preferred.
- Excellent oral and written communication skills.
- Commitment to excellence and ability to work in teams effectively.
- Creativity, flexibility, foresight and judgement in anticipating and solving problems.
- Strong customer service background and ability to interface with all levels of personnel within the organization in a professional manner.
- Excellent organizational and time management skills.
- Deadline and detail oriented with the ability to multitask.
- Ability to handle and maintain confidential and/or sensitive information.
