Senior Accounts Payable Specialist

Role Summary:    

The Sr Accounts Payable Specialist will play a vital role in upholding the financial operations of the company within the Accounts Payable department. This role is responsible for ensuring invoices are accurately processed and paid in a timely manner. They will also help in resolving any issues or discrepancies related to payments. This role will manage the master vendor database in addition to supplier relations. With strong attention to detail and excellent organizational skills, they contribute to the overall financial stability and success of the organization. 

Job Responsibilities and Duties:    

• Pipelined projects assistance/ownership: not limited to but including supplier cleanup/maintenance, credit balance & refunds, payment batching/review & supplier account consolidations (utility billing, freight billing etc.). 
• Responsible for managing/maintaining the department shared email box to ensure all emails are addressed and processed timely while providing exceptional customer service.
• Collaborate with other departments, such as purchasing, operations, and finance, to ensure smooth payment processes and resolve any procurement or payment-related issues.
• Receive, review, and verify assigned invoices for accuracy, completeness, coding, approval and compliance with company policies and procedures. Match invoices with supporting documents, such as purchase orders or receiving reports as applicable.
• Prepare and process payments, which may include checks, electronic transfers, or online payment systems. Ensure payments are made within established payment terms and deadlines. Prepare the bi-monthly payment plan for assigned vendors and process additional ad-hoc payments as needed.
• Maintain positive relationships with vendors, respond to inquiries and resolve any payment discrepancies or issues. Communicate effectively with internal departments and external stakeholders regarding payment status and invoice inquiries (research/problem solving required skillsets).  
• Maintain accurate vendor records and manage the vendor master file, including setting up new vendors and updating vendor information.
• Reconcile invoices and payments with internal financial records, such as general ledger accounts. Identify and resolve discrepancies or errors to maintain accurate financial data. 
• Ensure compliance with financial regulations, company policies, and relevant accounting standards. 
• Continuously evaluate and improve accounts payable processes and procedures to enhance efficiency, accuracy, and control. Identify opportunities for automation or streamlining of tasks.
• Complete Credit Applications for new vendors. 
• Responsible for the tracking and processing payments related to licensing (RAM), leases and rents.
• Collaborate with management on the filing of annual reports and audits.
• Identify areas for process improvements and implement changes to enhance efficiency and effectiveness. 
• Travel & Entertainment - Concur review/assistance.
• Assist with SOP’s & QRG’s 
• Perform other duties and responsibilities as assigned by the manager or senior management.

Job Requirements │ Skills │Education:    

• High School diploma.
• 10 years of accounts payable or other relevant accounting experience.
• Intermediate excel skills.
• Understanding of Accounts Payable best practices and Generally Accepted Accounting Principles (GAAP).
• Excellent customer service and intrapersonal skills.
• Ability to maintain confidentiality of sensitive information.
• Excellent written and verbal communication, service, and resolution skills.

Physical and Intellectual Requirements:    

Ability to lift up to 30 lbs. and to handle standing, walking and sitting for 4+ hours with limited rest intervals; good eye-hand coordination; fair eyesight (with or without correction lenses); normal hearing in at least one ear; ability to analyze situations, set priorities and meet deadlines while maintaining attention to detail in a fast-paced and dynamic environment; effective organizational skills; a commitment to continuous learning; an ability to work well both independently and as part of a team.