Job Title: Accounts Payable Specialist Reports To: Financial Manager Hours: Full Time, Non-Exempt, 40 hours per week. Monday through Friday, 8 am - 5pm. Starting Wage: $15-17/hour, depending on experience Effectively and efficiently carry out the responsibilities of accounts payable. Work with vendors and office staff to ensure payments are made according to discount periods and due dates. Responsible for accurate and on time disbursements of company funds.
Principal Duties and Responsibilities
Match all audit receiving reports to receiving paperwork and invoices from vendors. Note pricing discrepancies to buyers for correction.
Set up payments schedule for approved expenses.
Notify appropriate staff of discrepancies of a significant nature in any & all invoices, vouchers, and PO’s.
Voucher all payables into the system for payment. Handle entire voucher process.
Process and print accounts payable checks and ACH disbursements.
File all audit reports, vouchered purchase orders and paid invoices.
Enter all void checks into the system.
Maintain orderly accounts payable record management system, which allows for rapid and accurate retrieval of records.
Monthly review aged credits with buyers for credit or deduction purposes.
Reconcile vendor statements.
Maintain Fuel Tax records and file quarterly Federal and State reefer Fuel Tax refund documentation.
Maintain Use Tax records on taxable purchases where tax has not been charged and execute Use Tax payments on those taxable purchases.
Assist office staff with special projects, as needed.
Any other duties as assigned by management.
Work Relationships and Scope Works in coordination of the payment of all inventory suppliers and service vendors. The position is responsible for the prompt and accurate payments made to all suppliers. Receives work from the buyers and receiving in the form of completed and received purchase orders. All requirements are subject to change over time at the discretion of management and to possible modification to reasonably accommodate individuals with a disability.
Performance Measures
Regular, consistent, and acceptable attendance in accordance with company policy.
All tasks, as specified in Responsibilities, completed accurately and on time.
Maintain a high satisfaction level in relation to Accounts Payable functions with both internal and external customers.
Maintain an effective records management system.
Accomplishes, on an annual basis, further education and enrichment which contributes to the success and continued improvement of the job functions and enhances job performance.
Knowledge, Skills and Abilities Required
General accounting knowledge and aptitude.
Ability to maintain, in strictest confidence, information received concerning confidential matters, as well as a high degree of professionalism.
Ability to communicate effectively, both orally and in writing. Good interpersonal communication skills.
Ability to work in a team environment, and to interact well with office staff, customers, and vendors.
Proficiency in using standard office computer software (such as Microsoft Outlook, Excel, and Word), and proficiency in using email and Internet.
Problem resolution skills/ability to resolve discrepancies.
Ability to learn & implement new technology as it becomes available with new computer software opportunities.
Ability to effectively interact with IFD office personnel.
Familiar with the operation of normal office equipment, including scanner, copier, 10-key calculator.
Working Conditions Work is normally performed in a typical interior office environment. Hours of work will generally be during regular business hours. There will be some variation in work hours due to employee shift schedules, special projects, deadlines, and other concerns. Limited physical effort required and very limited exposure to physical risk. Casual attire. * Please note: this position is located on the 3rd floor of a building that is not accessible by elevator or ramp
