Job description
Perform standardized technical or clerical accounting tasks to assure the validity, authority and classification of vendor and independent contractor invoices prior to entry into the accounting software system for payment; participates in month-end closing activities. An incumbent assures that invoices are paid timely and in accordance with established cash management procedures issued by the Assistant Vice President of Finance. Work involves some technical decision-making, unusual problems are referred to the supervisor. An incumbent may train others and make recommendations to work procedures, policies and practices.
As our new Accounts Payable Specialist, you will:
- Review all invoices for appropriate documentation, account coding and payment authorizations prior to entry into the accounting system; enter invoice payable information.
- Obtains authorization on payment runs, print checks; collate payment back up; obtain authorization signatures on all accounts payable payments. Distribute and mail checks as required.
- Maintain accounts payable reports, Microsoft Excel spreadsheets, and ensure all documentation is in accounting software.
- Handle vendor inquiries regarding invoices; contact department personnel or other appropriate personnel regularly to resolve problems; keep all parties informed.
- Administer corporate credit card; make requests for company credit cards to be issued; manage credit card limits; review overall corporate credit limit; ensure accurate and timely payment of credit card bills; review statements, identify unusual charges and advise direct supervisor of issues.
- Review and approve expense reports in our expense system, Concur. Create expense reports for corporate company credit card.
- Review and communicate expense reimbursements to payroll for processing.
- Assist accounting staff in the month end close process; ensure all invoices are properly posted in the appropriate month and all invoices that have not yet been received are properly accrued.
- Ensure accurate and timely payment to independent contractors based on the date set forth by the Assistant Vice President of Finance.
- Recommend change in procedure to address issues and/or improve efficiencies.
- All employees are required to perform the following essential functions; demonstrate predictable, reliable and timely attendance; follow written and verbal directions and complete assigned tasks on schedule; read, write and communicate in English; communicate in person and by telephone in accordance with CyraCom policy; learn from directions, observations and mistakes; work independently and as part of a team; interact appropriately with others including co-workers, supervisors and vendors; and work with supervision, receiving instructions/feedback, coaching/counseling and/or corrective action.
As our new Accounts Payable Specialist, you must have:
- Basic knowledge of accounting and bookkeeping practices and principles.
- Knowledge/understanding of company expense and capitalization policies.
- Understanding of the General Ledger and the entry process for payables and month end closing procedures.
- Familiarity with understanding of the matching principle.
- Strict attention to detail and accuracy while continuing to meet deadlines.
- Strong organizational and time management skills and ability to prioritize work and manage competing priority in an environment with frequent interruptions.
- Strong proficiency in Excel.
- Ability to operate competently common office equipment including, but not limited to computer, fax, copier and telephone system.
As our new Accounts Payable Specialist, you must be:
- Skilled at mathematical computations.
- Skilled in diligent follow up on approval of invoices to ensure prompt, timely payments to vendors.
- Skilled at researching and reconciling vendor statements to activity in accounting software.
- Skilled at communicating, both orally and in writing.
- Skilled in establishing and maintaining effective work relationships.
Additional Duties and Responsibilities:
- Prepares or participates in the preparation of ad hoc reports as required.
- Perform other duties as required.
Minimum Requirements:
- Two (2) years of accounting/bookkeeping experience with Microsoft Excel, Word and web browser experience; or an equivalent combination of directly related education and experience.
Preferred Qualifications:
- Graduation from an accredited college with an Associate’s degree in Accounting, Business Administration or directly related field.
- Experience with Concur and Workday a plus.
WORKING CONDITIONS
- Physical Demands: This position is required to sit most of the time and exerts up to ten pounds of force occasionally and a negligible amount of force frequently. This position is required to continuously sit, talk, hear, see, walk, bend, stoop, kneel, and squat.
- Environmental Factors: This position works in an indoor office environment with a quiet level of office noise.
- Equipment Operated: Personal computer, printer, copier, fax and telephone equipment.
Duties not listed in this position description may be required of the employee at the discretion of management.
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