Accounts Payable Specialist

PURPOSE

The accounts payable specialist is responsible for managing the company’s financial obligations by ensuring accurate and timely payment of invoices, maintaining record and resolving discrepancies, all while optimizing cash flow.

PRIMARY DUTIES & RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Monitor and manage centralized AP email box
• Payment processing and posting for all transactions.
• Process on-demand check requests.
• Keep track of all payments and expenditures, including invoices, statements, etc.
• Reconcile invoices with purchase orders and receiving reports to ensure accuracy.
• Verify vendor accounts by reconciling monthly statements and related transactions
• Pay vendors by monitoring discount opportunities, verifying federal ID numbers.
• Receives and organizes statements from vendors; check vendor files for payment of any invoices listed outstanding and calls departments and / or vendors regarding any old outstanding invoices for verification of unpaid, lost, or billed invoices.
• Resolve invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos.
• Takes phone calls and answers any questions from departments or vendors in regard to invoice payments.
• Collect receipts for travel and other expenses on company credit card and enter for payment.
• Process employee reimbursements.
• Contributes to the efficient management of cash flow.
• Handle purchase request and manage supplies inventory
• Other duties may be assigned by management due to business change or business need.

SKILLS ESSENTIAL TO THE JOB

Technical

• Windows Operating System
• MS Office Applications (Outlook, Word, and Excel)
• Strong Communication Skills
• Strong numerical and analytical skills
• ASPEL system knowledge (COI)

Business

• Bachelor’s degree in accounting, business, finance, or economics - Preferred
• Minimum of two (2) years of accounting experience / accounts payable
• Knowledge of shipping / air carrier terminology- Optional
• Exceptional data entry skills along with a knack for numbers
• Hands-on experience in operating and creating spread sheets
• High degree of accuracy and attention to detail
• Understanding air / ocean freight, trucking, freight forwarding companies
• Possess excellent data entry skills and customer service skills with the ability to grasp extensive knowledge whole dealing with a variety of people
• Demonstrated critical thinking, using logic and reasoning to identify strengths, weaknesses, opportunities and risks, and identifying alternative solutions or approaches
• Proven ability to handle confidential information with discretion
• Ability to multi-task and work independently

Human Relations

• Self-motivated, with an ability to self-manage
• Strong interpersonal / communication skills
• High degree of accuracy and attention to detail

PHYSICAL REQUIREMENTS

(The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• Regularly required to walk, sit and stand for prolonged periods of time.
• Ability to reach with arms and hands; bend, kneel, crouch and / or crawl as well as the ability to see and hear.
• Ability to sit for long periods of time.
• Ability to move about in office and warehouse floor.

WORK ENVIRONMENT

(The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. The noise level in the work environment is typical of that of a warehouse. Incumbent may encounter frequent interruptions throughout the workday.
• The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 35 pounds.

All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, genetic information, or any other factors prohibited by law.

BENEFITS

• Law benefits (PTU, Aguinaldo, Medical insurance)

LANGUAGE

• English intermediate (a plus)