Accounts Payable Specialist

 The Accounts Payable Specialist is responsible for processing accounts payable in Banktel accurately and ensuring approved invoices are paid on time. This position supports the bank's financial operations through timely invoice processing, vendor management, reconciliation activities, and adherence to internal controls. The role helps maintain accurate financial records, supports audits and examinations, protects confidential information, and contributes to the overall efficiency and integrity of the bank's accounting processes. 

PRIMARY DUTIES:

Invoice Processing & Payment Administration

• Receive, review, and enter invoices into Banktel promptly; verify vendor information, invoice numbers, amounts, due dates, and supporting documentation.
• Process accounts payable transactions accurately and within established deadlines.
• Confirm appropriate general ledger and department coding; resolve coding questions and obtain required approvals before payment processing.
• Review all accounts payable general ledger coding for accuracy, completeness, and reasonableness.
• Schedule and process approved payments through authorized payment methods to ensure bills are paid by their due dates and available discounts are utilized when appropriate.
• Generate accounts payable checks, refunds, and related disbursements.
• Monitor unpaid invoices and approval queues; follow up with approvers and escalate missing documentation or overdue approvals to avoid payment delays.

Vendor Management & Customer Service
• Maintain vendor records, including W-9 documentation; verify new vendors and payment-detail changes in accordance with bank procedures.
• Respond professionally to vendor and internal department inquiries regarding invoices, payment status, coding questions, and discrepancies.
• Work effectively with branch locations, departments, and vendors to resolve accounts payable issues and outstanding items.
• Build and maintain positive working relationships with vendors while ensuring adherence to bank policies and procedures.

Reconciliation & Financial Reporting
• Reconcile vendor statements with invoice and payment records; follow up on missing invoices, unapplied credits, and outstanding balances.
• Reconcile accounts payable activity to applicable general ledger accounts and research outstanding reconciling items.
• Assist with month-end close activities, including identifying unpaid invoices requiring accruals.
• Generate general ledger reports, transaction histories, and other accounting reports for departments and management.
• Prepare supporting schedules, reports, and documentation for management, internal auditors, external auditors, and bank examiners.
• Assist with year-end vendor reporting and provide information necessary for Form 1099 preparation.

Internal Controls & Risk Management
• Review invoices and payments for duplicate billing, prior payments, credits, unusual charges, or discrepancies; investigate and resolve issues prior to payment.
• Ensure adherence to internal controls, segregation of duties, approval authorities, and payment processing procedures.
• Promptly report suspected fraud, control exceptions, unusual payment requests, or other concerns.
• Protect confidential financial, vendor, employee, payroll, and customer information at all times.
• Maintain compliance with bank policies, procedures, regulatory requirements, and record retention standards.

Records Management & Process Improvement
• Maintain organized electronic and physical invoice, approval, and payment records in accordance with bank retention requirements.
• Maintain and update accounts payable procedures and recommend practical improvements to efficiency, accuracy, and payment timeliness.
• Support initiatives that enhance operational effectiveness and strengthen internal controls.

Accounting & Administrative Support
• Provide accounting and administrative support for Board of Directors and stockholder-related activities.
• Assist with authorized payments related to board dues, dividends, wire transfers, and stockholder transactions.
• Support additional accounting, reporting, audit, and administrative functions as assigned.
• Perform other duties as assigned.

SKILL REQUIREMENTS:  

Required
• High school diploma or equivalent required.
• 1-2 years of business experience involving accurate recordkeeping, data entry, accounting support, or financial transactions.
• Working knowledge of basic accounting principles, invoice review, general ledger coding, and account reconciliations.
• Proficiency with Microsoft Excel and other office software.
• Ability to learn and effectively utilize Banktel and other accounting systems.
• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to manage multiple priorities and invoice deadlines while maintaining quality standards.
• Effective written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to work effectively with vendors, employees, management, auditors, and examiners.
• Sound judgment and ability to follow established procedures and internal controls.
• High degree of integrity, confidentiality, and professionalism.

Preferred
• Associate's degree in Accounting, Finance, Business, or a related field.
• 1-3 years of accounts payable experience, preferably in banking, financial services, or another regulated environment.
• Hands-on experience with Banktel, including vendor maintenance, invoice processing, reconciliations, and month-end activities.
• Familiarity with Forms W-9, vendor setup procedures, and Form 1099 reporting requirements.
• Experience supporting audits, examinations, and regulatory reviews.
• Knowledge of banking operations and internal control practices.

WORK DAYS:  Monday - Friday 
WORK HOURS: 8 am to 5 pm
LOCATION:  TBD