Accounts Payable Specialist JobPlano, TX
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Why You'll Love This Job
The AP Specialist is responsible for accurately processing and recording invoices, expense reports, and payments in a timely manner. Duties include verifying the accuracy of invoices, resolving discrepancies, maintaining vendor files, and ensuring compliance with company policies and procedures. Requires strong attention to detail, organizational skills, and proficiency in the accounts payable software.
Responsibilities
The essential functions include, but are not limited to the following:
• Receive and verify expense reports; reconcile expense and other financial reports with account balances and other office records
• Facilitate payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies
• Ensure outstanding obligations are credited upon payment, identify discount opportunities, and issue purchase order amendments or stop-payment orders as needed
• Calculate and report sales tax based on paid invoices
• Ensure correct payments are made in a timely manner
• Analyze invoices for accuracy and eligibility for payment
• Verify payments before CFO signature is added by reviewing checks and vouchers
• Ensure proper recordkeeping of purchases for use in tax preparation and periodic audits
• Ensure W-9 is received for all vendors. Periodically review vendor information and ensure it is current
• Ensure proper maintenance, filing, and storage of records in case of audits
• Process manual check requests
• Monitor email boxes to ensure invoices are entered into the AP system timely and accurately
• Troubleshoot vendor issues and respond to vendors timely
• Maintain documentation and ensure portal accounts are up to date
• Responsible for complete set-up of vendors to include proper documentation including a W-9 and make sure to identify if the vendor is 1099 eligible
• Manual check processing
• Assist with Concur maintenance
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees 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. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(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.
• Receive and verify expense reports; reconcile expense and other financial reports with account balances and other office records
• Facilitate payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies
• Ensure outstanding obligations are credited upon payment, identify discount opportunities, and issue purchase order amendments or stop-payment orders as needed
• Calculate and report sales tax based on paid invoices
• Ensure correct payments are made in a timely manner
• Analyze invoices for accuracy and eligibility for payment
• Verify payments before CFO signature is added by reviewing checks and vouchers
• Ensure proper recordkeeping of purchases for use in tax preparation and periodic audits
• Ensure W-9 is received for all vendors. Periodically review vendor information and ensure it is current
• Ensure proper maintenance, filing, and storage of records in case of audits
• Process manual check requests
• Monitor email boxes to ensure invoices are entered into the AP system timely and accurately
• Troubleshoot vendor issues and respond to vendors timely
• Maintain documentation and ensure portal accounts are up to date
• Responsible for complete set-up of vendors to include proper documentation including a W-9 and make sure to identify if the vendor is 1099 eligible
• Manual check processing
• Assist with Concur maintenance
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees 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. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(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.
Skills & Qualifications
Skills and qualifications that assist in efficiently completing this job include:
▪ High school diploma required; Business or Accounting degree preferred
▪ Certified Accounts Payable Professional (CAPP) certification preferred
▪ Must be reliable and extremely trustworthy
▪ Must be proficient in Microsoft Office Suite or related programs
▪ Must be able to learn other accounting software systems
▪ Excellent organizational skills and attention to detail
▪ Ability to maintain confidential and meticulous records
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• Prolonged periods of sitting at a desk and working on a computer
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▪ High school diploma required; Business or Accounting degree preferred
▪ Certified Accounts Payable Professional (CAPP) certification preferred
▪ Must be reliable and extremely trustworthy
▪ Must be proficient in Microsoft Office Suite or related programs
▪ Must be able to learn other accounting software systems
▪ Excellent organizational skills and attention to detail
▪ Ability to maintain confidential and meticulous records
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• Prolonged periods of sitting at a desk and working on a computer