PPLSI
Job Summary:
The Accounts Payable Specialist, with moderate supervision, will play a crucial role in managing the company's payable processes and ensuring the accurate and timely payment of liabilities. Attention to detail, strong organizational skills, and in-depth understanding of accounts payable procedures will be vital in maintaining accurate financial records and fostering positive relationships with suppliers (vendors).
Responsibilities:
Scope of the Role
The Accounts Payable Specialist's primary responsibility will be to process accounts payable transactions, including reviewing, coding, and entering invoices accurately into the accounting software. The position will work with many cost centers and other co-workers to ensure invoices receive the necessary approvals and authorizations in accordance with company policies. The accounts payable specialist plays a critical role in preparing and processing payments, such as checks, ACH (Automated Clearing House) transfers, and wire transfers, in a timely manner while adhering to payment terms and taking advantage of applicable discounts. The position will reconcile account statements with invoices entered and paid within the accounting system. Any discrepancies are to be resolved immediately. Attention to detail and adherence to established procedures will help maintain accurate financial records and ensure timely payments.
This position will contribute to process improvements by staying updated on industry best practices and changes in accounts payable regulations. An analytical mindset and problem-solving skills are necessary to identify areas for improvement and recommend changes that enhance efficiency and accuracy.
The Accounts Payable Specialist must possess the ability to communicate effectively, collaborate with internal and external contacts and meet deadlines. Organization and time management skills, and the ability to maintain autonomy while working on projects and duties is essential.
Performance Outcomes
Invoice Processing:
Receive, review, and process invoices in accordance with company policies and proper coding Verify invoice accuracy, including proper coding, approvals, and supporting documentation Resolve discrepancies and follow up with vendors or internal stakeholders as necessary Match invoices to appropriate purchase orders or contracts Digitalize hard copy invoices/documents Submit settlements to ensure invoices are paid in a timely and accurate manner while adhering to department procedures and signing authorities
Vendor Management:
Establish and maintain positive relationships with new and existing vendors Set up supplier (vendor) contract installment payments or recurring payments Respond to vendor inquiries and resolve payment-related issues promptly Collaborate with purchasing and receiving departments to resolve purchase order and receiving discrepancies Ensure timely payment of invoices, taking advantage of discounts when available and adhering to payment terms Reconcile vendor statement with invoices, credits, and payments Expense Reimbursements:
Review and process employee expense reports, ensuring compliance with company policies. Verify expense report accuracy, including proper documentation and approvals. Prepare and process reimbursement payments accurately and in a timely manner Month-end Close and Reporting:
Assist in month-end closing activities related to accounts payable, such as reconciling accounts, preparing accruals, and generating reports Provide accurate and timely financial data and reports to support management decision-making Analyze expense trends to properly accrue expenses for month-end close Conduct a review and analysis of specific ledger accounts
Education, Knowledge, and Experience
0-2 years accounting experience preferred High School Degree required An associate degree in accounting, finance, or a related field preferred Excellent organization skills and the ability to prioritize is necessary Ability to sort, check, count and verify numbers Ability to analyze and recognize trends Ability to work well with others in a team environment Desire to learn new software applications and improve processes Knowledge of computer applications related to accounts payable
FLSA Status
Non-exempt.
Physical Requirements/ Work Environment
While performing the duties of the job, this position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to sit, stand, talk and hear. Minimal travel is required for this position.
The work environment characteristics and physical demands described here are representative of these an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Additional Information:
Location: Ada
Department: 9221 Accounting
Time Type: Full time
Commitment to Equal Opportunity
PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.
If you require a reasonable accommodation to complete the application process, please contact Human Resources at: humanresources@legalshieldcorp.com.
Responsibilities:
Scope of the Role
The Accounts Payable Specialist's primary responsibility will be to process accounts payable transactions, including reviewing, coding, and entering invoices accurately into the accounting software. The position will work with many cost centers and other co-workers to ensure invoices receive the necessary approvals and authorizations in accordance with company policies. The accounts payable specialist plays a critical role in preparing and processing payments, such as checks, ACH (Automated Clearing House) transfers, and wire transfers, in a timely manner while adhering to payment terms and taking advantage of applicable discounts. The position will reconcile account statements with invoices entered and paid within the accounting system. Any discrepancies are to be resolved immediately. Attention to detail and adherence to established procedures will help maintain accurate financial records and ensure timely payments.
This position will contribute to process improvements by staying updated on industry best practices and changes in accounts payable regulations. An analytical mindset and problem-solving skills are necessary to identify areas for improvement and recommend changes that enhance efficiency and accuracy.
The Accounts Payable Specialist must possess the ability to communicate effectively, collaborate with internal and external contacts and meet deadlines. Organization and time management skills, and the ability to maintain autonomy while working on projects and duties is essential.
Performance Outcomes
Invoice Processing:
Receive, review, and process invoices in accordance with company policies and proper coding Verify invoice accuracy, including proper coding, approvals, and supporting documentation Resolve discrepancies and follow up with vendors or internal stakeholders as necessary Match invoices to appropriate purchase orders or contracts Digitalize hard copy invoices/documents Submit settlements to ensure invoices are paid in a timely and accurate manner while adhering to department procedures and signing authorities
Vendor Management:
Establish and maintain positive relationships with new and existing vendors Set up supplier (vendor) contract installment payments or recurring payments Respond to vendor inquiries and resolve payment-related issues promptly Collaborate with purchasing and receiving departments to resolve purchase order and receiving discrepancies Ensure timely payment of invoices, taking advantage of discounts when available and adhering to payment terms Reconcile vendor statement with invoices, credits, and payments Expense Reimbursements:
Review and process employee expense reports, ensuring compliance with company policies. Verify expense report accuracy, including proper documentation and approvals. Prepare and process reimbursement payments accurately and in a timely manner Month-end Close and Reporting:
Assist in month-end closing activities related to accounts payable, such as reconciling accounts, preparing accruals, and generating reports Provide accurate and timely financial data and reports to support management decision-making Analyze expense trends to properly accrue expenses for month-end close Conduct a review and analysis of specific ledger accounts
Education, Knowledge, and Experience
0-2 years accounting experience preferred High School Degree required An associate degree in accounting, finance, or a related field preferred Excellent organization skills and the ability to prioritize is necessary Ability to sort, check, count and verify numbers Ability to analyze and recognize trends Ability to work well with others in a team environment Desire to learn new software applications and improve processes Knowledge of computer applications related to accounts payable
FLSA Status
Non-exempt.
Physical Requirements/ Work Environment
While performing the duties of the job, this position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to sit, stand, talk and hear. Minimal travel is required for this position.
The work environment characteristics and physical demands described here are representative of these an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Additional Information:
Location: Ada
Department: 9221 Accounting
Time Type: Full time
Commitment to Equal Opportunity
PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.
If you require a reasonable accommodation to complete the application process, please contact Human Resources at: humanresources@legalshieldcorp.com.