Accounts Payable

Accounts Payable

Completes cash disbursements and controls expenses through the adherence of company policies by administering the receipt, processing, validation, and reconciliation of Purchase Orders, Vendor Invoices, Expense Reports, Cash Disbursements and miscellaneous reporting while utilizing company systems.    

Essential Duties and Responsibilities:

• Process and match invoices against purchase orders, contracts, and supporting documentation in accordance with company policies for US and Canadian entities.
• Serve as the primary point of contact for vendors and internal stakeholders to investigate and resolve invoice discrepancies, pricing changes, contract variances, and billing issues.
• Accurately post expenses to multidimensional GL accounts, ensuring proper account coding and compliance with approved budgets.
• Administer the virtual card program, including card issuance by cost center and GL dimension, weekly transaction posting to the ERP system, and credit card statement reconciliation.
• Process and accurately record credit card transactions posted in expense tracking software (Certify/Emburse).
• Process and verify employee expense reports for travel and tradeshow projects.
• Prepare check, ACH, and credit card payments for multiple denominations (USD and CAD); 
• Reconcile Accounts Payable by verifying entries and comparing system reports to AP Aging.
• Assist with Purchase Requisitions and issue PO’s to Vendors.
• Assist with the prepaid expense schedules, validating contract terms and proposing amortization entries in accordance with US GAAP.
• Assist with General Ledger reconciliation and entry for accruals. 
• Maintain a paperless filing system within ERP system, accounting drive and accounts payable email system.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Maintains vendor contract management dashboard and renewal notification system.
• Maintains historical records by scanning and filing documents into a fully paperless system.
• Reports sales taxes by calculating requirements on paid invoices (HST in Canada).
• Protects organization's value by keeping information confidential.
• Manage the end-to-end process of 1099 reporting, ensuring compliance with IRS regulations.
• Updates job knowledge by participating in educational opportunities.
• Completes Projects and other miscellaneous tasks as needed or assigned by company management.
• Regular and reliable attendance is required as this is a full-time position
• Other duties as assigned by management

Abilities:

• Tracking Budget Expenses
• Proficient in excel
• Attention to Detail 
• Thoroughness
• Organization
• Analyzing Information 
• Accounting, Vendor Relationships
• PC Proficiency
• Data Entry Skills
• General Math Skills

Key Skills, Knowledge and Qualifications:

• ERP system experience: Microsoft Dynamics, Great Plains, Sage, SageIntacct, SAP, Netsuite or equivalent systems.
• Minimum of 3 years of accounting experience with at least 2 years in Accounts Payable.
• High School Diploma or General education degree (GED) with Associate or Junior College level degree in Accounting or Business Administration.

Physical/Mental Requirements for the Job:

• Prolonged periods of sedentary movement.
• May be requested to work overtime and weekends if deemed necessary.
• Must be able to lift at least 20 pounds.
• Certain management positions might be required to occasional travel.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job- related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.