AP SPECIALIST JOB DESCRIPTION
We are seeking an Accounts Payable Specialist to manage our shared vendor mailbox, audit incoming requests for completeness, ensure adherence to 1099MISC regulations, and verify details against our Excel vendor database. This role requires precision and efficiency in handling vendor set-up and updates.
An Overview of Accounts Payable Specialist Job Description Responsibilities and Qualifications
1. Joining the Vendor-Payment team as an AP Specialist positions one at the heart of a dynamic 5-member unit within the broader 30-person Accounts Payable division. This role entails managing and safeguarding the accuracy and integrity of the Insights vendor database and payment systems. Responsibilities include meticulous maintenance of vendor records - both creating and updating, as well as overseeing the Payment Desk through the orchestration of daily payment operations. This position is pivotal for ensuring seamless vendor relations and financial transactions.
AP Specialist Roles and Responsibilities:
- While sharing a central mailbox, review and action vendor set up-related
- Assist with maintaining the shared vendor mailbox workload
- Audit of incoming requests for completeness emailed and occasional phone call follow-up.
- Audit of all requests against an Excel version of the vendor database.
- Follow 1099MISC rules when setting up/updating vendors.
- Follow Insights policies and procedures.
- Call foreign vendors to confirm wire payment banking information.
- Partner with AP Manager and teammates on shared projects (70%)
- Vendor database project - duplicates review, include reviewing vendors for open purchase orders, open invoices, tracking the status of payment of open invoices.
- Calling/emailing vendors for missing W-9s.
- Updating vendor records per IRS 1099MISC regulations.
- Electronic payments onboarding project - reach out to new vendors via email/phone calls to encourage them to enroll for ACH payments.
- Process daily USPS and internal mail.
- Assist with financial and operational audits.
- Manage and maintain an exception queue in the invoice workflow software.
- Support internal customers, respond to inquiries and provide excellent customer service and follow-through.
AP Specialist Skills, Experience, Qualifications:
- High school diploma or general education degree and 2 minimum years of professional work experience.
- Exposure to Accounting ERP software. SAP experience a plus.
- Prior experience setting up vendors or equivalent duties requiring a very high level of accuracy.
- Prior experience generating payment runs/check runs.
- Experience with Microsoft Office.
- Strong oral and written communication skills
- Professional manner and strong work ethic
- Bright, confident and self motivated personality
- Able to work independently
- Exceptional, consistent attention-to-detail and ability to share a workload.
- Adaptability and tenacity.
- A can-do attitude.