Accounts Payable

Job Description:

DUTIES AND RESPONSIBILITIES:

Invoice Matching and Verification: 40%

Accuracy of vendor invoices before sending any payment

· Investigate various issues such as why a vendor invoice lacks a purchase order, does not match the amount/quantity order by sales department, or has a sales tax discrepancy. Work closely with other departments and consistently track order status, as well as expected vendor credits.

· Reverse research issues to determine why we have not received a supplier/manufacture invoice and then contact supplier/manufacturer to further investigate.

· Handle vendor calls and emails related to missing payments or discrepancies in payment amount.

Month-End Close

· Contact vendor to obtain missing invoices for product/labor services that have been delivered/provided, so we can vouch and accrue.

· Prepare manual Concur journal entries.

· Perform expense financial statement analysis.

· Research outstanding vendor deposits, if over 60 days and reconcile subledger to the general ledger balance

· Investigate any uncleared checks, as part of the account payable reconciliation.

Invoice Data Entry: 20%

Invoices submitted directly to Avanto, 3rd party

· Work daily with Avanto to resolve their invoicing processing issues and meet, as needed.

· Supplier/Manufacturer Vendors: Scan to Avanto any supplier invoices received in the mail or manually enter in the payable module, if expedited payment is required.

Invoices entered manually into Hedberg AP module

· Make partial payments/deposits to Vendors: Enter invoice in the payable module for orders, ensure the check/ach is sent to the supplier in timely manner, and verify that vendor balance outstanding is accurate before submitting any final invoice payments.

· For our Installation Vendors: Manually enter any installation contactor labor invoices into the payment module and cost verify.

· For Operating Expense Vendors: Serve as a backup for the accounts payable analyst when needed by checking the email box and entering invoices in the payable module.

Weekly checks to Vendors

· Work with vendors to ensure we have their Ach information and that they are submitting their invoices to Avanto

· Complete the weekly cash requirements schedule for weekly check/ACH runs

Expense Report Processing: 15%

Review expense coding for accuracy, run/create analytical reports, process expense reports weekly, and prepare transaction for journal entry upload.

Ensure expenses are properly approved in accordance with spending policy.

Investigate any items that were coded to wrong account or department and resolve the issue with the employee

Maintain and check daily the internal Concur e-mailbox for employee questions.

Maintain Concur system including, but not limited to, set-up new employees, train new employees on how to complete expense reports, activate/de-active expense accounts.

Identify areas for process improvement.

Sales Tax and Escheatment: 5%

· Review employee expense report transactions and compute sales taxes on those items subject to taxation then create a manual journal entry.

· Review vendor invoice details to compute sales taxes on those items subject to taxation then a create manual journal entry

· Create 1099's and submit.

· Handle research on outstanding checks and determine if they should be submitted to the state

· Maintain proper audit support for sales tax audit.

Other: 20%

· Mailing checks, clerical, - 20mins/60 mins per week, if needed

· Special Projects for management

· Assist Controller with documentation of process and procedures

· Maintain Amazon Business account and set up new employee Amazon Business account, as needed

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This job description does not constitute a written or implied contract of employment.

KEY SELECTION AND SUCCESS FACTORS

WORK EXPERIENCE:

· Minimum of 8 years' experience in Accounts Payable

MS Office required: strong Excel

· Time management and organization skills

· Must have strong written/verbal skills and critical thinking skills to be able to explain complex issues.

· Ability to maintain a high level of accuracy and confidentiality

EDUCATION/QUALIFICATIONS:

· Associate Degree in Accounting required; Bachelor's Degree in Accounting preferred

OTHER/PREFERRED:

· Formal training on Accounts Payable best practices and fraud prevention training is a plus

· Adapt at doing process workflows and written documentation

$ 45.00/hr

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