Summary
Manages all accounts payable functions and related records, making sure all invoices are paid in an efficient and timely manner; provides administrative and clerical support by processing, verifying and reconciling invoices, bank and credit card accounts while monitoring expenses and maintaining all records for tax purposes.
Responsibilities
To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Reviews all invoices for appropriate documentation and approval prior to payment.
• Enters all invoices into the ERP system, reviewing from purchase order to receipt via 3-way match verification, and applies payments in a timely manner upon receiving approval. Follows up with warehouse personnel to resolve quantity differences / discrepancies between invoice and receipt.
• Maintains and files all AP records, including those within the Accounting email folder.
• Maintains files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Maintains open lines of communication with all vendors.
• Reconciles vendor statements; researches and corrects discrepancies.
• Collaborates with finance department management to facilitate the vendor payment
process.
• Processes check requests as needed.
• Answers all vendor inquiries in a timely and professional manner.
• Analyzes vendor accounts and collaborates with purchasing department to update credit
terms systematically.
• Manages the company credit card account reconciliation process and related invoices.
• Processes weekly AP Aging and RNI reports and maintains all related files.
• Manages monthly bank account reconciliations and maintains all related files to support
month-end close.
• Assists with vendor and 1099 maintenance in Sage.
• Serves as a back-up as needed for payroll processing.
• Assists with new credit application process for suppliers.
• Assists with resale tax certifications and W9 management.
• Serves as a back up for payroll processing and performs all other related duties as assigned.
Education / Experience / Skills:
• High school diploma required; Bachelor's degree in Business or Accounting preferred.
*Exposure to Inventory accounting in a manufacturing company is highly preferred
*Experience with Sage X3 ERP system is highly preferred; Experience with ERP systems in manufacturing industry required.
• Must demonstrate reliability and trustworthiness. Must demonstrate professional written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidential and meticulous records.
Language Ability: Read and comprehend simple instructions, short correspondence and
memos. Write simple correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees.
Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.
Reasoning Ability: Apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Deal with problems involving a few concrete variables in standardized situations.
Computer Skills: Proficient with Microsoft Office Suite and ERP Systems.
Supervisory Responsibilities: This job has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Physical Demands: The physical demands 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.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms and talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus.
The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this job, the employee is regularly required to sit and talk or hear.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
