Job Description
The Accounts Payable Specialist position is a critical role for the department and is responsible for prompt, efficient and correct payment of a high volume of payables primarily for suppliers and subcontractors. This position requires a robust combination of general accounting and accounts payable experience to support a large specialty contractor in the construction industry.
Primary Duties and Responsibilities
- Receive, scan, code/allocate, and route invoices in ERP system for proper review and approval
- Match invoices to purchase orders; reconcile invoices to billing statements; resolve discrepancies, and enter invoices into the system
- Charge and allocate expenses to jobs and accounts by analyzing invoice/expense reports and recording entries
- Verify vendor accounts by reconciling monthly account statements for major suppliers or vendors with significant activity during the month
- Pay vendors by monitoring discount opportunities, verifying W-9 and federal id numbers, scheduling and preparing checks, resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos, issuing stop-payments or purchase order amendments
- Reconcile monthly credits card statement report, including verifying receipts and coding activity for posting to the general ledger.
- Vendor administration, including adding new vendors or updating existing vendor names and information; responding to all vendor and employee inquiries
- Report sales taxes by calculating requirements on paid invoices
- Assist with month end and year end close process, including maintaining a current listing of unapproved invoices in employee workflows
- Assist with preparing materials and satisfying information requests for external audits
- Lead effort with preparing annual 1099’s
- Provide accurate and effective document preparation and records management relative to the AP function in accordance with records retention policies and procedures
- Protect organization’s value by keeping information confidential
- Update job knowledge by participating in educational opportunities
Basic Requirements
- Minimum Associate’s degree in Business or Accounting highly desired, but not required
- 5+ years of full cycle A/P experience or equivalent accounting experience; understands full chart of accounts and debits and credits
- Experience using accounting systems, including an integrated data management system
- Quick learner and positive attitude with ability to multi-task and prioritize competing objectives
- Ability to work with and exploit multiple technology applications
- Attention to details of an accounting and technical nature
- Interpersonal skills to interface with vendors, accounting, and project managers
Other Appreciated Skills and Experience
- A solid understanding of construction industry project job cost accounting, including applying invoices to purchase orders and subcontractor agreement commitments.
- Process automation including vendor invoices import and EFT/wire payments
- Connect cross-functionally and develop effective internal and external working relationships with members of Procurement
- Construction and industry ERP system, specifically Vista/Viewpoint experience highly desirable