Accounts Payable Specialist

$47,840 - $54,080/Yr

Aston Carter - Austin, TX

Full-time - Entry Level

Hybrid - Austin, TX

Administrative and Support Services

About the position

The Accounts Payable Specialist I is responsible for managing the accounts payable function, ensuring accurate and timely payments to vendors, maintaining organized records, and reconciling discrepancies. This role involves processing expense reports, training new participants in the corporate credit card program, and ensuring compliance with accounting principles and company policies.

Responsibilities

• Reconcile and audit Corporate Visa Credit Card expense report submitted daily.
• Ensure accurate payments to the corporate credit cards daily.
• Maintain tracking of outstanding expense reports daily.
• Create journal entries for each expense report daily.
• Respond to inquiries regarding Certify and the corporate credit card program.
• Perform Certify training to new participants as needed.
• Ensure all invoices received are indexed into the imaging system and routed for approval daily.
• Maintain organized files of pending and paid invoices within the imaging system.
• Follow up with the responsible party for invoices outstanding for more than two weeks.
• Ensure authorization is properly documented according to the Expense and Expenditures Program prior to payment.
• Determine and document general ledger account classification and allocations to organizational centers for each invoice.
• Disburse authorized payment requests by 10:00 am on Wednesday via specified payment methods (ACH, EFT, check, corporate credit card) on Wednesday of each week.
• Work with employees on new vendor relationships to obtain W-9 and payment instructions and supply the vendor with a tax-exempt form.
• Ensure the vendor is set up within the Accounts Payable system according to procedures to ensure accurate accounting, processing, and reporting.
• Reconcile any invoice discrepancies with vendors before their next statement cycle.
• Process recurring monthly, quarterly, and yearly commitments for which no invoice is generated by the vendor, validating against the schedule of recurring payments.
• Ensure recurring payments are due by the first working day of each month unless otherwise agreed upon, and disbursed by the agreed-upon payment date.
• Assist with the process of completing the 1099 forms to ensure they are mailed to the vendors by the stated deadline.
• Handle any questions from vendors to ensure filings with the IRS are accurate and complete.

Requirements

• High School diploma or equivalent required; Bachelor's degree in Accounting or Finance preferred.
• Minimum two (2) years of related Accounts Payable experience required or a degree with Financial Institution experience may be substituted.
• Expert in Microsoft Office Suite including Outlook, Excel, and Word.
• Experience and demonstrated proficiency in utilizing automated accounts payable systems, preferably with imaging and workflow processes.
• Working knowledge of accrual basis accounting and familiarity with Generally Accepted Accounting Principles.

Nice-to-haves

• Experience using Microsoft Dynamics D365, Exflow, Certify, and Exflow Data Capture imaging is preferred.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)