Accounts Payable Specialist

Recruiter
Parallel Technologies
Location
Eden Prairie
Salary
Competitive
Posted
25 Oct 2020
Closes
05 Nov 2020
Contract type
Permanent
Hours
Full time
Description:

The Accounts Payable Specialist is an administrative role designed to support the financial operations of the company. This individual works as part of the Shared Services team, with a specific focus on vendor accounts, payables, and general office management. This role interfaces with personnel across the company, and therefore this individual will need to be comfortable working in a dynamic, fast–paced environment. This individual must also demonstrate strong problem–solving skills, be attentive to detail, and have a strong base–level understanding of accounting and finance concepts.

. Requirements:

Accounting & Finance Responsibilities:

• AP invoicing

o Process all invoices and credit memos in the accounting and operating systems, securing requisite approvals

o Pull copies of monthly invoicing, reconcile statements, and update amortization schedules as applicable

o Work with Project Coordinators and Project Managers to resolve accounting discrepancies within projects

o Vendor statement reconciliation

o Perform AP import into Accounting system (daily)

o Prepare and process AP check runs weekly; process manual checks as needed


AP vendor maintenance

o Set up vendors, partners, and subcontractors within accounting and operating systems

o Field vendor inquiries (invoice status, payment questions, account info, etc.)

o Complete and submit requested paperwork to open or maintain accounts; ensure copies of all paperwork and approvals are received and filed (W9, COI, Agreement, etc.)


Sales & Use Taxes

o Prepare Tax Exempt Certificates as needed

o Track Use Tax due for instances where the applicable tax was not charged

• Credit Card & Credit Account Maintenance

o Pull credit statements monthly and reconcile, requesting approvals and receipts

o Input commercial credit invoices and credit card balances into operating and accounting systems

o Monitor balance throughout the month and make payments as needed

o Order new credit cards as approved, facilitate employee completion of credit card policy


• Union Reports

o Pull Union Reports when approved and submitted by HR

o Code and enter the reports into accounting software

o Print off reports to send with check payment monthly


Purchasing Rebates

o Collect monthly spend reports from specific vendors

o Pull system reports for applicable vendors

o Update and publish Spend Report monthly

o Submit and file for rebates on a quarterly and yearly basis


Miscellaneous Accounting Duties

o Reconcile bank transactions on a daily basis

o Reconcile with the bank statement on a monthly basis

o Monitor & report monthly Business Development Manager and Account Manager spend

o Create, monitor & post accruals and other monthly journal entries

o Assist with month–end financial close & year–end audits

o Analyze overhead cost allocations between business units

o Participate in budget preparation and financial forecast projections

o Cash sheet, bank statement reconciliation, and AP checks for 7667 entity


General Office Management Responsibilities:

• Order and maintain stock of office supplies

• Schedule regular maintenance and service calls for office equipment (copiers, postage machine)

• Manage company vehicle insurance coverage

• Maintain break room and janitorial supplies

• Work with cleaning service regarding any issues and schedule changes

• Maintain and order supplies for printers and plotters

• Order business cards and envelopes as requested

• Distribute Mail

• Order flowers as needed

• Schedule and clean refrigerators

• Schedule yearly shredding service

• Schedule carpet cleaning as needed

• Notary Public Commission – Notarize necessary documents for the company as needed


Backup Duties for Shared Services Team:

• Review and approve weekly technician time cards (Tier 1)

• Review and approve weekly expense reports (Tier 1)

• Reconcile and report state sales & use tax


Skills:

• Curiosity to develop better solutions

• Highly responsive with effective communication skills

• Ability to work at a fast pace within a changing environment

• Effectively identify and organize priorities, executing accordingly

• High degree of motivation, self–direction, commitment and integrity

• Strong analytical and problem–solving skills with collaborative, team–oriented mindset

• Detail oriented

• High level of integrity; sensitive to confidentiality


Requirements:

• Bachelors degree in Accounting/Finance or related field from a four–year college or university or 3+ years' experience within an accounting–related field

• Notary Public Commission preferred (may be obtained following employment acceptance)

• Ability to maintain a high degree of confidentiality

• Experience in Xero accounting package and ConnectWise operating software a plus

• Must have a valid driver's license and be able to pass background, aptitude, & drug test


PM18

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