Accounts Payable Specialist

Job Title : Accounts Payable Specialist

Job Summary :

The Primary responsibilities of the Accounts Payable Specialist include managing the A / P invoice flow through the office from incoming mail, inputting invoices into A / P, selecting invoices currently due for payment, and final digital filing of invoices. Duties also include ensuring the invoices have been approved by the appropriate department, matching receipt documents to invoices, ensuring W-9's are obtained for all vendors, and managing the year-end 1099 process. The This position requires a large degree of attention to detail, as we have payments issued from multiple companies.

Job Responsibilities :

• Process the accounts payable invoices by receiving, verifying, and coding invoices on a daily basis to ensure timely payment to vendors and to meet Month-Close deadlines
• Distribute invoices to department supervisors or appropriate personnel for approval
• Ensure invoices are approved and have necessary backup such as P.O., packing slip, delivery confirmation, and / or receipts
• Manage the main AP Inbox with all incoming emails and provide timely response
• Check for extension accuracy / remit address and update address / delivery method when needed
• Enter invoices into NetSuite and maintain the electronic accounts payable files
• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements
• Process employee reimbursements
• Set up monthly and quarterly recurring invoice payments in NetSuite
• Maintain the vendor master file, ensuring all new vendors submit a W-9, so that correct Tax ID and addresses and phone numbers for vendors are obtained
• Generate an Open A / P report for all entities which list all outstanding invoices to be reviewed by Controller to ensure payments are being processed timely
• Notify the Accounting Manager when the checks are ready to be printed
• Maintain vendor relations
• Manage the 1099 reporting for all entities
• Track all capital purchases and provide a report to Controller for any new additions
• Track all Prepaid expenses and create the amortization schedule within NetSuite
• Assist Accounting Manager and Controller with other functions as needed

Job Requirements :