Accounts Payable Specialist

About the position

The Accounts Payable Specialist is responsible for providing higher-level accounting support in accounts payable, focusing on customer-based accounting responsibilities in accordance with the Department of Finance procedures. This role requires an experienced individual capable of completing a variety of tasks with limited guidance, ensuring payments are completed and expenses are controlled by processing, verifying, and reconciling invoices accurately and efficiently.

Responsibilities

• Perform day-to-day payable transactions to ensure accurate and timely payment processing.
• Review all invoices for appropriate documentation, GL coding, and approvals prior to payment.
• Audit and monitor incoming invoices while preventing fraudulent activity.
• Enter data invoices into designated AP software (Oracle).
• Process outgoing payments in compliance with financial policies and procedures.
• Review and route invoice and pay applications for approval.
• Respond to vendor payment inquiries and resolve any outstanding issues.
• Prepare invoices and tracking sheets for all incoming invoices.
• Continuously review accounts payable aging reports to clear aged invoices in a timely manner.
• Verify invoices against purchase orders to ensure goods or services were received before issuing payment.
• Research, resolve, and respond to internal and external information requests regarding payment status promptly and accurately.
• Update, create, maintain, and distribute various reports and spreadsheets internally and externally.
• Ensure all processing and reporting deadlines are consistently achieved.
• Audit travel and training disbursements requests for policy compliance.
• Operate Oracle system to research and process payments, including receipts and batches.
• Maintain files and documentation thoroughly and accurately in accordance with the Department's policy and accepted accounting practices.
• Perform account reconciliation and/or analysis as required.
• Generate reports detailing accounts payable status.
• Assist in providing audit support as necessary.
• Attend meetings and assist with pre-construction, kickoff, and partnership efforts.
• Assist in the resolution of outstanding invoice problems from past due accounts.
• Provide quality customer service with each incoming and outgoing telephone call and written request.

Requirements

• Understanding of accounting principles, though not requiring the skills of a trained accountant.
• Detail-oriented with the ability to meet deadlines.
• Self-motivated and quick learner with a sense of urgency.
• Ability to multi-task and manage several processes concurrently.
• Ability to work effectively with other teams and all levels in the organization.
• Demonstrated ability to identify and implement process improvements.
• Ability to reconcile and balance numerical data.

Nice-to-haves

• Possesses a 'can do' and do whatever it takes attitude.
• Completes tasks in creative and effective ways.