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Accounts Payable Specialist
Ref No.: 18-00264
Location: Kalamazoo, Michigan
The accounts payable specialist is responsible for managing the company accounts payable process and function in a professional and knowledgeable manner. This position directs and oversees the daily management of the accounts payable and processes associated with the payment of invoices, ensuring the accuracy of the entire process as it relates to vendor payment, processing of purchase orders, receiving, invoices and payment of invoices, and communication with all parties involved within the accounts payable process. This position ensures company policies and procedures are being adhered to as they pertain to accounts payable.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  1. Review all invoices for appropriate documentation and approval prior to processing
  2. Sort, code & enter invoices for payment
  3. Prepare & perform check runs and process electronic transfer and payments
  4. Post transactions to journals, ledgers & other records
  5. Assist in month-end close & cash management
  6. Produce monthly analysis of vendor spend and other AP related reports as requested by management
  7. Performs daily cash deposits
  8. Maintain & digitize copies of vouchers, invoices and/or correspondence for future reference
  9. Correspond with vendors and respond to inquiries
  10. Research & resolve invoice discrepancies and issues
  11. Create and maintain an Accounts Payable manual which includes Customer & GAAP guidelines, policies and procedures
  12. Process expense platform invoices for payment
  13. Reconcile and manage each location's petty cash and related checking account
  14. Work with expense platform administrator to bring petty cash reporting online
  15. Research and implement new processes for petty cash and resident funds
  16. Accurate tracking of capital project spending
  17. Work with CFO to develop a rolling vendor cash outlay forecast
  18. Prepare and issue annual 1099s to vendors, local, state & federal government
  19. Provide supporting documentation for audits
  20. Continuously work to evolve and implement new polices and processes to maximize and improve efficiency
  21. Cross-train with Payroll & AR Specialist positions
  22. Communicates all activities to controller.
  23. Successfully manages all vendor responsibilities.
  24. Ensures all negotiated contracts are paid as agreed on.
  25. Manages and completes all projects as assigned.
  26. Maintains immaculate records.
  1. Financial Management.
  2. Project Management.
  3. Customer/Client Focus.
  4. Communication Proficiency.
  5. Technical Capacity.
  6. Collaboration Skills.
  7. Ethical Conduct.
  8. Stress Management/Composure.
Supervisory Responsibility
This position holds no supervisory responsibility.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.
Minimal to No travel is expected for this position.
Required Education and Experience
  1. 2-4 years of experience in accounts payable
  2. Bachelor's degree in accounting
  3. Thorough understanding of accruals, cost accounting and GAAP