Job Description:
JOB SUMMARY:
The Accounts Payable Specialist must ensure in every way possible
that the invoices incurred in the course of business are paid on time,
accurately, and in accordance with company policy and generally
accepted accounting practices. The Accounts Payable Specialist III
will also function as a backup other AP staff when they are absent.
PRIMARY DUTIES & RESPONSIBILITIES:
· Check TIN’s on IRS website
· Prepare and file 1099s and at year-end along with all
related state withholding documents
· Pay invoices using corporate credit card and reconcile
monthly statements
· Review AP invoice and check batches for accuracy and compliance
· Monitor Sales and Use tax on purchases through all payment methods
· Maintain all vendor website log-in records
· Ensure invoices are supported with legal documentation
· Develop and implement process improvements
· Periodically update workflow and process documentation
· Train staff on AP procedures to ensure company-wide compliance
· Contract Compliance
· Assist with other AP duties as needed. This includes:
· Maintain vendor records in compliance with internal
controls and 1099 requirements
· Maintain vendor files in GP and AvidXchange, for payments,
W-9s, and contracts
· Manage invoice mailbox efficiently
· Enter invoices into electronic record workflow for
department approvals
· Ensure invoices are supported with appropriate legal documentation
· Upload invoice batches from AvidXchange to GP
· Process check and manual payments
· Sync payments and vendors from GP to AvidXchange