Job Description

This job description is not intended to be all inclusive.  Employees may perform other duties as assigned.  This job description may be changed at any time.

POSITION SUMMARY

Manages accounts payables by processing vendor, provider, and all other AP activities including maintaining records of amounts owed, entering invoices and payments, coding expenses, preparing batches for payment, and the month-end close of AP, including determining accruals and compliance with state and local tax reporting.

Responsible for the timely entry cash transactions, daily cash position reporting to management, and weekly collection attempts.

Prepares and/or reviews account reconciliations, and journal entries. Maintains accurate and complete vendor and provider records. Serves as a liaison between the AP department and internal/external parties.

PRIMARY RESPONSIBILITIES

·         Under general supervision, reconcile accounts and post accounting records following established company procedures.

·         Enter reconciling journal entries as needed.

·         Write checks, complete check runs, and manage petty cash.

·         Documents and maintains AP process workflow documents.

·         Verifies and monitors pricing agreements/quotes are upheld.

·         Enter monthly cash disbursements and receipts.

·         Ensure disbursements are correctly coded, made timely including Corporate Cards and P-cards.

·         Provides superior customer service in advising vendors, providers, department heads and others on all matters related to disbursements, invoices, and payment requests.

·         Monitors vendor database to ensure vendor and provider data is accurate and complete.

·         Completing Vendor Requested Forms

·         Makes recommendations to improve payment processing.

·         Prepares and communicates cash flow schedules and information regarding Accounts Payable forecasts to Controller/Ownership.

·         Print and analyze collection reports.

·         Call customers for payment schedules according to company policies.

·         Interact with customers regarding collection activities and payment schedules.

·         Prepares Accrued and Prepaid Schedules for monthly review.

·         Prepare books for year-end audit and provide information for accounting firm for annual tax returns.  

·         Tracks sales tax.

·         Mentor, guide, support and direct the work of the accounting staff.

SECONDARY RESPONSIBILITIES AS REQUIRED

·         Perform back-up for invoicing.

·         Answering phones.

·         Act as liaison between Sales/Manufacturing/Engineering to clear up discrepancies on customer invoices and to provide supporting documents.

·         Review credit terms to ensure timely payments, perform follow-up as required.

·         Supports Shipping activities.

Education and Experience

·         High School Diploma with five (5) years of office experience in a business environment.

·         Associate degree in Accounting or Business Admin preferred.

Knowledge, Skills and Abilities

·         Standard Microsoft Programs

·         Job Boss and QuickBooks

·         Ability to interact effectively with in-house sales and purchasing staff and external customers and vendors

·         Excellent verbal communication skills

·         Extremely detail oriented

·         Self-motivated

·         Able to meet strict deadlines

·         Follow directions

·         Maintain confidentiality

PHYSICAL DEMANDS

·         The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, and stoop. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.