Accounts Payable Specialist

    • Job Tracking ID: 512400-684661
    • Job Location: Milwaukee, WI
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: May 20, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
    • Average Weekly Hours: Full Time Non-Exempt
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Job Description:

Job Summary:

Primary position for issuing purchase orders, purchase requisitions and processing vendor invoices for payment in accordance with internal controls for processing. Responsible for obtaining all required backup supporting documents needed to release payments. Provide support for other business office functions in the Finance department.

Responsibilities:

  • Issue purchase requisition and purchase order documents for approved vendors and maintain records for open and partially used balances.
  • Match invoices with purchase orders and purchase requisitions.
  • Adhere to and assure compliance with all internal control policies and procedures for purchasing and accounts payable processing.
  • Review and enter invoices for processing, ensuring compliance with internal control policies and accurate data entry.
  • Select invoices for payment based on due dates to assure payments are issued in compliance with vendor terms, taking advantage of discounts when available.
  • Assist in maintenance and updating of vendor master file including obtaining W-9 forms and performing excluded parties list searches (EPLS) for federal grant compliance.
  • Organize and maintain PO’s, invoices and data files in a manner to support efficient and effective invoice processing and assure receipt of all required documents for timely invoice payment.
  • Communicate and follow up with staff to obtain any missing documents needed for prompt invoice payment.
  • Investigate all vendor statements indicating any past due amounts and responds to all calls and correspondence from vendors to timely resolve questions while assuring compliance to all internal controls for payment processing.
  • File all payments and maintain vendor payment records following the records retention policy.
  • Assist with various account reconciliations.
  • Prepare journal entries.
  • Participate in the annual audit, providing needed backup, schedules, and other documentation.
  • Assist in the preparation of 1099's and compliance with 1099 reporting requirements.
  • Maintain photocopier and postage machine including processing postage amounts for letters to be mailed.
  • Periodically serve as a switchboard attendant/receptionist.
  • Order Finance department supplies.
  • Must attend required trainings.
  • Other duties as assigned.

Experience and Skills

Education Requirements:

  • Associate Degree in Accounting preferred.

Experience Requirements:

  • Minimum of two years experience in accounts payable.

Skills:

  • Accuracy with figures is essential; must be detail oriented.
  • Exceptional organizational skills is required.
  • Must have excellent verbal and written communication skills.
  • Excel and familiarity with accounting software required.
  • Ability to maintain confidentiality is essential
  • Must have a valid WI driver’s license, good driving record, and meet state required automobile insurance minimums.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to touch, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those 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. The noise level in the work environment is usually moderate.




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