The Accounts Payable Specialist is responsible for maintenance and processing of all assigned accounts payable transactions. This position will investigate and settle problems associated with processing of invoices.
Responsibilities (Specific tasks, duties, essential functions of the job)
Verify, retrieve approval, and enter invoices through the AP automation software.
Maintain expected levels of outstanding items in AP automation software queues.
Reconcile statements for assigned vendors monthly and research discrepancies to ensure minimal outstanding items on the AP aging and in the 2013/2011/2005/2003/1310 accounts.
accuracy of pricing, quantities, freight, and tax on vendor invoices prior to posting to ERP software.
that PO invoices are properly matched with correct receipts/approvals in the AP automation software.
that invoices that are in the pending receipt of goods queue are forwarded to the appropriate exception approver within the allotted timeline.
with Purchasing, Shipping & Receiving, as well as Management to resolve issues that may prevent timely payment to vendors.
Interface with vendors on a regular basis regarding payment issues.
Process weekly payment runs and manual checks, as necessary.
Closely monitor specific vendor accounts that require special handling instructions.
Void, stop, and reissue payment(s) when necessary.
vendor information for creation or changes to vendor master data between business departments and payroll.
Assist the AP Supervisor with incoming correspondence to the AP inbox to ensure timely dissemination, follow-up, and response as necessary.
Maintain regular and punctual attendance.
Comply with all company policies and procedures.
Assist with special projects and any other duties as assigned.
In addition to items listed for Accounts Payable Specialist I, an Accounts Payable Specialist II is also responsible for the following:
Assist with training and administration of all AP Department software systems in the absence of the AP Analyst.
Ensure that cash discounts are taken whenever possible.
Responsible for the timely follow up and reconciliation of discrepancies in AP related liability accounts as assigned by the AP Supervisor.
Attend cross-departmental meetings as requested by the Accounts Payable Supervisor
Assist with the creation and update of AP related work instructions, SOPs and SOX narratives.
Assist with process improvement projects including planning, implementation and training.
Responsible for the annual 1099 process which includes being apprised of new laws and trends and testing of Oracle updates related to 1099 filing.
Assist with external auditor requests for information related to the year-end and interim audit work.
Knowledge, Skills, and Abilities
Must have strong work ethic.
Must be well-organized and a self-starter.
Excellent oral and written communication skills required.
Attention to detail is required.
Qualifications (Experience and Education)
Level I
Operates at a task level.
High school diploma or equivalent, required.
2 years of experience in Accounts Payable or related field, required.
Proficient in Microsoft Office, required. Basic Excel skills, required.
ERP Systems (Oracle) experience, preferred.
A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities.
Level II
Operates at a task + project level for select projects which are specifically assigned to them.
Associates degree in Business Administration, Communication, Finance, or related field, preferred.
3-5 years of experience in Accounts Payable, required.
1-3 years’ experience in manufacturing medical device industry, preferred.
Intermediate knowledge/proficiency Microsoft Office required.
Intermediate Excel skills, required.
ERP Systems (Oracle) experience, preferred.
A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities.
Qualifications (Experience and Education)
Operates at a task level.
High school diploma or equivalent, required.
2 years of experience in Accounts Payable or related field, required.
Proficient in Microsoft Office, required. Basic Excel skills, required.
ERP Systems (Oracle) experience, preferred.
A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities.
