Accounts Payable Specialist

SUMMARY OF POSITION:

The accountant payable specialist’s responsibilities include maintaining all accounts payable records and reports, performing statement reconciliations, managing vendor accounts, assisting with 1099 eligibility and processes, maintaining system vendor records and documentation, and handling all vendor correspondence.

ESSENTIAL FUNCTIONS, included but not limited to:

• Participate in the monthly, quarterly and year-end close process as it relates to expense accruals.
• Responsible for weekly pay run for ACH, check, and wire payments.
• Handle all vendor correspondence.
• Responsible for three-way matching between purchase order, stock receipt, and invoice.
• Promptly enters invoices into accounting system for the correct company.
• Responsible for obtaining proper approvals for all non-purchase order invoices (routine and recurring).
• Understands sales and use tax law and reviews it’s applicability to invoices.
• Collaborate with purchasing/receiving department, QC, suppliers and Staff Accountant to resolve invoice payment exceptions/holds
• Assist with year-end 1099 reporting and filing
• Assist with external audits by providing supporting documentation as requested
• Assist the Controller and/or Staff Accountant with special projects and other tasks as needed and as assigned.
• Adhere to current Good Manufacturing Practices (cGMP).
• Comply with Company policies, Quality Management System (QMS) and Standard Operation Procedure (SOPs), etc.

OTHER FUNCTIONS:

• Ensure compliance with safety regulations and procedures are implemented and followed; Maintain clean and safe work area.
• Assist as needed in other areas of the Company where training requirements have been completed.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• None.

TRAVEL:

• None.

REQUIRED QUALIFICATIONS:

• Legally authorized to work in the United States
• High school diploma or equivalent.
• 1-2 years’ experience in accounts payable.
• Strong mathematical and analytical skills.
• Confidentiality, dependability, and integrity 
• Self-motivated and able to adapt to change
• Ability to efficiently process accounting information to ensure data integrity and accurate reporting

PREFERRED QUALIFICATIONS:

• Bachelor's degree in accounting or finance preferred.
• Proficient knowledge in Microsoft Word and Excel (to include VLOOKUP’s and pivot tables)

BASIC SKILLS AND ABILITIES:

• Detail oriented with a high level of accuracy, efficiency, and accountability.
• Good computer skills including Microsoft Word, Excel, Outlook.
• Strong organizational skills to meet goals and set priorities.
• Proven ability to handle multiple projects and meet deadlines; work in a fast-paced environment.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Initiative to offer new innovative ideas and improve processes.
• Ability to work independently and as a member of various teams and committees.
• Ability to operate related office equipment, such as computers, and copiers.
• Good typing skills for accurate keystrokes in data entry.

REASONING ABILITIES:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables

LANGUAGE SKILLS:

• Good written and oral communication skills; ability to read, write, speak, and understand the English language; ability to communicate effectively, internally, and externally at all levels.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

VISUAL ACUITY:

• Close visual acuity to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, and reading.

 PHYSICAL DEMANDS:

• Light physical activity performing non-strenuous daily activities of a primarily administrative nature.
• Stationary position sitting for prolonged periods of time while utilizing standard office tools.
• Constant repetitive motions that may include the wrists, hands and/or fingers to operate keyboard and mouse; dexterity and coordination necessary to handle files and single pieces of paper.
• The ability to hear, understand, and distinguish speech.
• Frequently communicate information and ideas with others to exchange information and understanding. Able to exchange accurate information in these situations.
• Frequently lift and/or move up to 10 pounds.
• Occasionally move about inside the facility to access office machinery, correspond with other departments, attend meetings/training, etc.
• Occasionally reaching for items above and below desk level.
• Occasionally required to climb or balance; squat, stoop, kneel, or crouch.

ENVIRONMENT CONDITIONS:

• Well lit, heated/air-conditioned indoor office setting with adequate ventilation.
• Noise level in the work environment is moderate.