Accounts Payable Specialist
The Accounts Payable Specialist is responsible for performing the invoice payment cycle. This includes everything from opening the mail/email, scanning the invoices, entering the information in accounting software, prioritizing payments, reviewing entries, and processing payments. These duties must be done in a timely, efficient manner within established policies and procedures.
Duties & Responsibilities
- Review accounts payable invoices for proper approval and route unapproved invoices for appropriate approval.
- Analyze, understand, and pay invoices.
- Maintain records of financial transactions. Be able to provide those records to other departments when needed.
- Review internal employee expense reimbursements for proper supporting documentation of expense and process in a timely manner.
- Assign appropriate general ledger account distribution to invoices.
- Request information and documentation from vendors.
- Verify receipt of vendor invoices billed on monthly statements and match charge or service tickets to vendor statements.
- Data entry of vendor invoices into accounts payable software system, including intercompany payables.
- Review and verify that data entered in accounts payable software matches invoice and vendor information.
- Prepare checks and ACH payment files, complete check payment processing.
- Answer Associate questions on general ledger accounts, reimbursements, mileage, expense reimbursement forms, notary, and paid invoices in a timely manner.
- Respond to emails and phone calls from vendors & coworkers in a timely manner.
- Perform company-required training.
- Maintain and safeguard company assets.
- Research prior transaction
- Be familiar with Busey Policies, especially the Capital, Purchasing, and Expense Approval Policy and the Travel and Business Expense Reimbursement Policy.
- Accounts Payable Specialist II (in addition to above duties)
- Maintain vendor W-9 forms in accounts payable software files.
- Assist in the annual preparation of IRS 1099-Misc forms regarding vendor payments.
- File and store A/P transaction records and related information in appropriate manner for both physical and electronic storage.
- Prepare monthly and special request reports.
- Review and analyze monthly and special request reports.
- Maintain and update vendor records including updating documentation within the accounting system.
- Maintain employee direct deposit forms and other documentation. Upload and file within our accounting system.
- Research account discrepancies.
- Assist Audit with documentation requests.
Education & Experience
Knowledge of & Ability to:
- Complete work accurately to prevent/limit number of errors
- Maintain confidentiality of information
- Perform duties under frequent time pressures and high work volume
- Solve problems independently while applying logic and discretion
- Bring positive energy to the workplace with a high level of commitment and exceptional customer service.
Education and Training:
- Requires Associate's degree, preferably in business related field.
- Requires experience (coursework or work experience) in accounting or accounts payable.
- Knowledge of accounts payable software is preferred.
- Requires knowledge of Microsoft Office.