Accounts Payable Specialist Controller

The Accounts Payable Specialist will be responsible for compiling, processing and maintaining account payable records. The position will report to the Controller. Candidate must be a confident self-starter able to manage their responsibilities and tasks with minimal supervision following the initial training period.

Preferred schedule: 2 full days during month-end closing weeks with slightly fewer hours the balance of the month.

PRIMARY RESPONSIBILITIES:

Accounts payable processing (~ 85% of the role):

•       Facilitate entry and payment of vendor invoices, which may include verification of vendor information, reviewing purchase orders, and resolving discrepancies.

      •       Route vendor invoices to department managers for review and approval.

•       Enter invoices, including purchase order invoices, and applicable use tax in NAV system. Monitor invoices for fixed asset purchases.

•       Prepare weekly check run for review, approval, printing and mailing.

      •       Respond to vendor inquiries and communications in a timely and thorough manner.
      •       Record ACH/EFT payments of invoices in general ledger as they are processed.
      •       Record bi-weekly payroll and off cycle bonuses entry in general ledger.
      •       Records petty cash activity and verifies documentation of usage.

•       Other related duties as assigned.

Month end {10% of the role):

•       Assists with accounting records and ledgers by reconciling monthly statements and transactions.

•       Update and enter monthly freight accrual - tracking containers and billings for freight cost entry.

•       Reconcile use tax and prepare use tax return on a monthly basis.

•       Reconcile balance sheet accounts: deposits to CIP, use tax payable.

      •       Maintain additions, adjustments and deletions in Sage Fixed Assets system.

•      Enter monthly depreciation and amortization in NAV.

•       Track and monitor vendor invoices to be accrued.

Year end/annual(< 5% of the role):

      •       Run reporting and prepare 1099 forms for vendors.

•      Provide internal and external audit assistance as required.

•       Assist with forecasting and budgeting tasks.

Requirements

Education and Experience:

•       2-year degree (associate/technical) in accounting

•      Minimum 2-3 years of experience in processing accounts payable with some exposure to GL accounting
  
•    Proficiency in using electronic accounting software is required.
  
•    Experience in fixed assets helpful
  

Required Skills/ Abilities:

•   Must be reliable and extremely trustworthy.
  
•   Must be proficient in Microsoft Office Suite or related programs.
  
•   Must be able to learn other accounting software systems.
  
•    Excellent organizational skills and attention to detail.
  
•   Ability to maintain confidential and meticulous records.
  
•   Computer skills are required as well as 10-key and Excel spreadsheets.
  
•   Must have strong attention to detail, communication and problem-solving skills.
  
  

PHYSICAL JOB REQUIREMENTS:

      •       Prolonged periods sitting at a desk and working on a computer.

•       Ability to read, understand and communicate in English.

•       Ability to concentrate for extended periods of time.