Accounts Payable Specialist

As the Accounts Payable Specialist / Administrative Assistant, you will be responsible for handling all administrative and clerical needs of the Accounts Payable Department. Some of the responsibilities are:

• Verify material and services billed are accurate using 3-way match reconciliation process (invoice, receiver, purchase order).
• Enter approved vendor invoices into the system.
• Accurately enter and process vendor invoices using construction accounting software and QuickBooks Desktop.
• Schedule and process vendor payments using various payment methods in accordance with company policy and procedure.
• Review, dispute, reconcile and record purchasing card transactions.
• Post transactions to journals, ledgers, and other records.
• Record contractual accounts payable transactions (including non-invoiced activity.
• Monitor accounts to ensure payments are processed within terms and in compliance.
• Research and resolve invoice discrepancies and issues.
• Reconcile vendor statements.
• Maintain vendor files.
• Correspond with vendors and respond to inquiries.
• Produce reports as needed.
• Assist with month-end closings.
• Assist with special projects as needed.

Additional duties:

• Responsible for greeting guests and answering incoming phone calls and directing the calls according to the telephone protocols established by TechNet.
• Responsible for daily opening and closing activities, such as turning on lobby lights and music, turning on phones and unlocking lobby door no later than 8:00am each business day. Be prepared to greet guests and take calls at 8:00am.
• Responsible for sorting, opening, stamping and distributing the mail, and responsible USPS, UPS and FEDEX shipping, invoicing and receiving.
• Prepare internal and external company correspondence.
• Monitor working condition of office copiers and printers and schedule maintenance calls as needed.
• Responsible for monitoring, coordinating, and ordering weekly office supplies requests.
• Maintains receipts for all credit card purchases and completes expense reporting in a timely and accurate manner.
• Updates phone lists as needed.
• Ensures the cleanliness of conference rooms before and after each meeting, and ensure reception area, kitchens and common areas are kept neat and well stocked.
• Backs up Operations, Field Operations, HR, Payroll, and Accounting with various administrative tasks as may be requested.
• Takes any reasonable action necessary to carry out the responsibilities Accounts Payable Specialist / Administrative Assistant, so long as it is consistent with company policies and sound business judgment.
• Purchase materials as needed.
• Assist with Benefits questions/enrollments.
• Help with weekly payroll for all employees
• Assist with getting New Vendor info
• Assist with fleet registration renewal information/payments.
• Assist with business licensing applications and update information for existing licensing requirements
• Performs other duties/responsibilities as may be assigned.

Standards of Performance:

• All telephone calls are answered in a professional fashion and directed to appropriate individuals.
• The ability to perform job duties independently, without creating distraction or interruption to others while distributing mail, etc.
• Make optimal use of time during working hours and minimize time away from front desk. Seek additional tasks, trainings, and skills-based courses as time permits.
• Be resourceful and seek guidance and direction as necessary from the Business Operations Manager on major issues.
• Demonstrates good judgment in suitably reporting major matters or problems to the Business Operations Manager.
• Respects the confidentiality of company information and ensures that all subordinate staff does likewise.
• Displays a positive attitude and maintains a co-operative working relationship with the Business Operations Manager, other managers, and all other employees.
• Performs all duties in an independent and expeditious manner with minimal supervision.
• Understands the position requirements of all other administrative employees in the office in order to perform some of their position requirements as may be requested based on the business needs.
• All assigned duties have been completed accurately and in a timely manner.

Job Requirements:

• To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. Listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

• Required: High School Education
• Preferred: Accounting Degree

LICENSING/REGISTRATION/CERTIFICATION

• Required: None
• Preferred: None

EXPERIENCE

• Required: 2 years in Accounts Payable experience
• Preferred: 5 years in Accounts Payable with administrative experience

SKILLS, KNOWLEDGE, AND ABILITIES

• Ability to respond to common inquiries or complaints from vendors and customers, regulatory agencies, or members of the business community.
• Ability to communicate professionally over the phone and in-person.
• Ability to effectively communicate, in English, both verbally and in writing.
• Ability to multi-task, including managing multiple incoming calls simultaneously.
• Working knowledge of office technology, including computers, fax machines, copiers, multi-line telephones.

PHYSICAL:

• Employees must be able to Stand, Walk, Sit, Talk/Hear, use hands to finger, handle or feel, climb or balance, Stoop, Kneel, Crouch or crawl, Reach with hands and arms, taste or smell.
• Must be able to lift up to 50 Pounds.

VISION REQUIREMENT:

• Employees must have close vision (clear vision at 20 inches or less).
• Distance Vision (clear vision at 20 feet or more).
• Color vision (ability to identify and distinguish colors).
• Peripheral Vision (ability to observe an area that can be seen up/down or to the left/right while eyes are fixed on a given point).
• Depth Perception (three-dimensional vision, ability to judge distances and spatial relationships).
• Ability to Adjust Focus (ability to adjust the eye to bring an object into sharp focus).

Working Conditions:

• This position will be working indoors in a climate controlled, smoke free office environment. Possible site visits. Personal Protective Equipment will be provided.
• The noise level in the work environment is usually moderate.
• Normal work hours are from 8:00 am – 5:00 pm Monday through Friday with an hour for lunch but may be established otherwise.

Authority and Accountability: Management/Supervisor role only:

• The Accounts Payable Specialist / Administrative Assistant is given authority to conduct all routine business and management affairs that relate to the assigned responsibilities and duties listed below.
• Take any reasonable action necessary to carry to the responsibilities of the position, so long as it is consistent with company policies and sound business judgement.

Work Remotely

• No

Job Types: Full-time, Contract

Pay: $18.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Work Location: One location