Accounts Payable Specialist

Parallel Technologies
Eden Prairie
25 Oct 2020
05 Nov 2020
Contract type
Full time

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


• 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


• 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


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