Accounts Payable Administrator

SUMMARY

This entry to mid-level Accounts Payable Administrator performs full-cycle accounts payable activities and may assist with project-related accounting duties. This role will support the organization by ensuring accuracy and compliance in financial transactions while maintaining organized records. This role requires working knowledge of job costing principles; previous experience working in a job costing environment is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• • Process all invoices received via eMail and mail in a timely manner.
• • Process and enter invoices into the accounting system, ensuring accuracy and proper coding to the correct project, cost category and cost code.
• • Utilize general accounting concepts to ensure accurate coding to the general ledger, including accounting for fixed assets and prepaids.
• • Distribute invoices to management for review and approval prior to payment processing.
• • Assist with weekly run. Collect, organize and provide invoices for payment processing. Assist with issuing and mailing payments. File all document copies accordingly in a highly consistent and organized manner.
• • Collaborate with internal teams to ensure timely and proper handling of vendor-related inquiries and issues.
• • Support monthly, quarterly and year-end financial closing processes, including accruals and reconciliations.
• • Maintain all accounts payable files and invoices, ensuring exceptional and consistent organization and filing principles.
• • Collect new vendor documentation and maintain organized, complete and up-to-date vendor master files.
• • Other ad-hoc requests, as needed.

EQUIPMENT USED

Uses phone system, personal computer, and other office equipment, as appropriate.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); 2 years prior accounts payable experience or related construction experience, preferred; or equivalent combination of education and experience.

KNOWLEDGE and/or SKILL

Understanding of general accounting principles, accounts payable / accruals. Ability to accurately enter data into computer. Proficiency in Microsoft Outlook required. Experience with Sage 300 CRE preferred, but not required.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to professionally and effectively respond to common inquires or complaints from employees, management, vendors, and others.

MATHEMATICAL SKILLS

Ability to add, subtract, multiple, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

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.

While performing the duties of this job, the employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms; and sit. The employee is occasionally required to talk or hear; stand and walk; climb; and to stoop and. Specific vision ability required by this job includes close 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.

While performing the duties of this job, the employee works in a standard office environment where the noise level is usually low to moderate and with regular interruptions and demands from others for documents, information, etc.