Accounts Payable

Description

GENERAL POSITION SUMMARY:

The Accounts Payable (AP) Specialist is responsible for ensuring accurate and timely processing of all vendor invoices, payments, and other financial transactions related to accounts payable. This role plays a key part in maintaining strong relationships with vendors and ensuring compliance with company policies and financial regulations. The AP Specialist works closely with the Finance team to support smooth financial operations across Hillen Corp divisions.

MAJOR DUTIES & RESPONSIBILITIES:

Invoice Processing and Payment

•  Review, code, and process vendor invoices, ensuring accuracy and proper approval.
•  Match purchase orders, receipts, and invoices to verify the accuracy of billed amounts.
•  Prepare and process payments via checks, electronic transfers, and ACH, ensuring timely disbursements.
•  Reconcile vendor statements and resolve discrepancies in a timely manner.

Vendor Relations

•  Maintain positive relationships with vendors by addressing inquiries and resolving payment issues promptly.
•  Ensure vendor accounts are up to date and maintain accurate vendor records in the system.
•  Handle new vendor setup, ensuring compliance with company policies and collecting necessary documentation, such as W-9 forms.

Financial Reporting and Compliance

•  Prepare and maintain accurate AP records and documentation, ensuring compliance with company policies and audit requirements.
•  Assist with month-end and year-end closing processes, including AP-related accruals and reconciliations.
•  Generate and distribute reports, such as aging summaries, as required by the Finance team.

Internal Collaboration

•  Work closely with the Finance and Procurement teams to ensure proper expense allocation and cost control.
•  Communicate with department heads to clarify and resolve invoice or budget-related questions.
•  Provide support for audits by preparing documentation and responding to inquiries.

Process Improvement

•  Identify opportunities to streamline AP processes and improve efficiency.
•  Stay updated on best practices and assist in implementing process enhancements.

REQUIRED JOB SKILLS & ABILITIES:

•  Strong knowledge of accounts payable processes, including invoice review, payment processing, and reconciliations.
•  Proficiency in accounting software and systems; experience with [specific software, e.g., QuickBooks, Sage] is a plus.
•  Excellent organizational skills and attention to detail to ensure accuracy in financial transactions.
•  Strong communication and interpersonal skills to interact with vendors and internal stakeholders.
•  Ability to manage multiple tasks, meet deadlines, and work in a fast-paced environment.
•  Proficiency in Microsoft Office Suite, particularly Excel.

EDUCATION, KNOWLEDGE & EXPERIENCE:

•  High school diploma or equivalent required; Associate’s degree in Accounting, Finance, or related field preferred.
•  Minimum of 2-3 years of experience in accounts payable or general accounting roles.
•  Familiarity with financial and accounting principles, including GAAP.
•  Knowledge of compliance requirements related to AP, including 1099 processing.

WORKING ENVIRONMENT & CONDITIONS:

•  Office-based role requiring regular use of a computer and other standard office equipment.
•  Requires the ability to sit for extended periods and manage repetitive tasks.
•  Regular work hours with occasional overtime during peak periods or month-end close.

KNOWLEDGE, SKILLS, AND ABILITIES:

•  Strong understanding of AP processes and best practices.
•  Ability to resolve discrepancies and maintain strong attention to detail.
•  Commitment to accuracy, efficiency, and maintaining confidentiality.
•  Ability to work both independently and collaboratively within a team.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.