Alaska Staffing
Accounts Payable Specialist
The Accounts Payable Specialist plays a key role in ensuring the accuracy and efficiency of the companys financial operations. This position is responsible for processing vendor invoices, reconciling statements, managing payments, and maintaining organized financial records. In addition to handling core accounts payable functions, the Specialist provides administrative and front-office support that helps keep daily operations running smoothly. This role requires someone who is detail-oriented, organized, and proactive, with a strong commitment to accuracy, timeliness, and exceptional internal and external customer service. Essential Functions: Maintain shared A/P email inbox: Print and date stamp all incoming vendor invoices. File all emails in an orderly manner. Respond in a timely manner to all requests or inquiries. Assist with aspects of vendor set up such as obtaining vendor information and W-9 forms. Process vendor invoices: Match incoming invoices to purchase orders. Interface with Procurement and Project Management staff to accurately code incoming invoices. Scan incoming invoices with proper backup to OnBase. Index and GL Code all vendor invoices in OnBase. Review expenditures to ensure proper use of the Companys internal cost coding system. Reconcile vendor statements with invoices received and contact vendors for invoice copies if needed. Monitor vendor terms to ensure vendor invoices are paid on time to avoid late fees. Communicate with vendors regarding payment status or other concerns as needed. Process employee expense reports using the Costpoint TandE Module. Prepare weekly A/P check runs: Prepare prepayment edit reports, EFT reports, and audit check reports. Email approved prepayment edit reports, EFT reports, and audit check reports to corporate office for processing. Print check copies and attach backup for filing. Assist with month-end and year-end close processes. Open, date stamp, distribute, and process all incoming mail as needed. Scan, log, and electronically file all purchase orders as needed. Audit A/P paper and electronic files. Book and log business travel and accommodation reservations for employees as needed. Check incoming faxes and distribute accordingly. Greet and announce visitors promptly in a professional and friendly manner. Answer multi-line phone calls and direct calls in a professional and friendly manner. Check main company voicemail as needed. Inventory, order, and stock office products as needed. Coordinate incoming and outgoing inter-office paperwork. Enter data into Excel spreadsheets, Word documents, Smartsheet and various other business applications. Maintain paper and electronic filing systems for multiple companies. Scan, log and electronically file documents to shared server files. Support front office staff with administrative and accounting tasks. Provide administrative support to other positions within the company, as needed. Work as a team-player with co-workers in a respectful and supportive manner. Work in a constant state of alertness and in a safe manner. Perform other duties as assigned. Supervisory Functions: This position does not have any supervisory responsibilities. Knowledge, Skills, and Abilities: General knowledge and ability to operate office equipment to include multiline telephone systems, copiers, scanners, fax machines, etc. General knowledge of office procedures (filing, answering phones, receptionist duties, supply ordering, etc.) to perform daily and reoccurring assigned duties. Understanding of basic accounting concepts (debits, credits, accruals, general ledger coding). Knowledge of accounts payable principles and practices, including invoice processing, purchase order matching, and vendor reconciliation.
The Accounts Payable Specialist plays a key role in ensuring the accuracy and efficiency of the companys financial operations. This position is responsible for processing vendor invoices, reconciling statements, managing payments, and maintaining organized financial records. In addition to handling core accounts payable functions, the Specialist provides administrative and front-office support that helps keep daily operations running smoothly. This role requires someone who is detail-oriented, organized, and proactive, with a strong commitment to accuracy, timeliness, and exceptional internal and external customer service. Essential Functions: Maintain shared A/P email inbox: Print and date stamp all incoming vendor invoices. File all emails in an orderly manner. Respond in a timely manner to all requests or inquiries. Assist with aspects of vendor set up such as obtaining vendor information and W-9 forms. Process vendor invoices: Match incoming invoices to purchase orders. Interface with Procurement and Project Management staff to accurately code incoming invoices. Scan incoming invoices with proper backup to OnBase. Index and GL Code all vendor invoices in OnBase. Review expenditures to ensure proper use of the Companys internal cost coding system. Reconcile vendor statements with invoices received and contact vendors for invoice copies if needed. Monitor vendor terms to ensure vendor invoices are paid on time to avoid late fees. Communicate with vendors regarding payment status or other concerns as needed. Process employee expense reports using the Costpoint TandE Module. Prepare weekly A/P check runs: Prepare prepayment edit reports, EFT reports, and audit check reports. Email approved prepayment edit reports, EFT reports, and audit check reports to corporate office for processing. Print check copies and attach backup for filing. Assist with month-end and year-end close processes. Open, date stamp, distribute, and process all incoming mail as needed. Scan, log, and electronically file all purchase orders as needed. Audit A/P paper and electronic files. Book and log business travel and accommodation reservations for employees as needed. Check incoming faxes and distribute accordingly. Greet and announce visitors promptly in a professional and friendly manner. Answer multi-line phone calls and direct calls in a professional and friendly manner. Check main company voicemail as needed. Inventory, order, and stock office products as needed. Coordinate incoming and outgoing inter-office paperwork. Enter data into Excel spreadsheets, Word documents, Smartsheet and various other business applications. Maintain paper and electronic filing systems for multiple companies. Scan, log and electronically file documents to shared server files. Support front office staff with administrative and accounting tasks. Provide administrative support to other positions within the company, as needed. Work as a team-player with co-workers in a respectful and supportive manner. Work in a constant state of alertness and in a safe manner. Perform other duties as assigned. Supervisory Functions: This position does not have any supervisory responsibilities. Knowledge, Skills, and Abilities: General knowledge and ability to operate office equipment to include multiline telephone systems, copiers, scanners, fax machines, etc. General knowledge of office procedures (filing, answering phones, receptionist duties, supply ordering, etc.) to perform daily and reoccurring assigned duties. Understanding of basic accounting concepts (debits, credits, accruals, general ledger coding). Knowledge of accounts payable principles and practices, including invoice processing, purchase order matching, and vendor reconciliation.