AP Specialist

Responsibilities:

• Vendor file maintenance
• Create and maintain vendor files by obtaining W9 information
• Provide credit applications to new vendors, including AZ5000 form (sales tax exemption) and other relevant information to make sure the correctness and completeness of records
• Maintain the AZ5000 database and provide updated certificates to vendors on an annual basis
• Receive invoices via mail/email, sort and index invoices for Square-9
• Scan invoices into the Square-9 system for record keeping and assigning it to the respective department for approval
• Send a request to managers for invoice approvals via Square9 workflow
• Vouch invoice accuracy via 3-way matching with PO, and Delivery Receipt/Bill of Lading
• Validate non-PO invoices by securing approval from concerned managers
• Process validated invoices into SAP accounts payable
• Prepare weekly vendor payments for review/approval by the accounting manager
• Run the payment/check run approved by the manager, and clear paid invoices from SAP
• Update payment information in Square 9
• Monitor, analyze, and reconcile accounts by running aging reports to ensure payments are up to date
• Request for vendor statement and compare with the SAP aging report
• Investigate differences and respond to vendor inquiries.
• Assist the accounting manager in month-end closing (ie clearing payments made in SAP)
• Provide supporting documents and invoices requested by auditors
• Provide backup support to AR and billing.
• Other duties as assigned

• Associate's degree, vocational or technical area in Accounting Basics
• Two years or more of experience as an Accounts Payable Specialist or related area required
• Additional experience can be substituted for education