Accounts Payable Specialist

Department: Finance & Accounting FLSA Status: Non-Exempt Exemption: Non-Applicable Job Type: Regular Work Schedule: M-F 8:00-5:00 Flexible but consistent schedule; Modified at manager's descretion Job Status: Full Time Reports To: AP Manager or AP Supervisor Amount of Travel Required: None Positions Supervised: None POSITION SUMMARY Accounts payable (AP) specialist is responsible for assisting with the financial transactions related to vendor invoices, payments and expenses, various reconciliations, and special projects as assigned Reasonable Accommodations Statement To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. Essential Functions Statement(s) • Processing invoices, ensuring invoices are accurate and timely • Coding invoices and resolving coding errors • Resolving EDI invoices errors • Matching invoices to purchase orders using 2-way and 3-way match • Reconciling discrepancies between goods receipt and invoices for material and shipping charges • Resolving any discrepancies in vendor statements ensuring receipt of invoices and credits • Completing transactions and reporting related to direct or drop shipments including proforma invoicing, cost adjustments, etc. • Communicating with vendors resolving any issues related to payments or invoices • Obtain and maintain information related to new vendor set up and vendor updates • Preparing payments and approval for vendor payments ensuring payments are accurate and on time • Monitoring expenses and analyzing invoices and expense reports • Managing email by responding promptly and professionally to inquiries in the various accounts payable email boxes • Assisting with month-end closing by participating in activities related to accounts payable, such as accruals and reconciliations Additional Essential Functions Attendance/Punctuality Is consistently at work and on time; Ensures work responsibilities are covered when absent. Arrives at meetings and appointments on time. Work Location: This work is critical to be conducted at the assigned office, with remote work on Monday and Friday at manager discretion. Prime Source Company Competencies (Below are the Core Competencies of Prime Source Building Products Inc. These competencies make our company who we are today. ) Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. Action Oriented -Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others. Ethics & Values -Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches. Integrity & Trust -Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain. Problem Solving - Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers. Time Management - Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Job Specific Competencies To perform the job successfully, an individual should demonstrate the following competencies: Decision Quality - Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions. Functional/Technical Skills - Has the functional and technical knowledge and skills to do the job at a high level of accomplishment Informing - Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals information so that they can make accurate decisions; is timely with information. Learning on the Fly - Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyzes both successes and failures for clues to improvement; experiments and will try anything(within the Code of Conduct) to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything. Organizing - Can marshal resources (people, funding, material, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently arranges information and files in a useful manner. Patience - Is tolerant with people and processes; listens and checks before acting; tries to understand the people and the data before making judgments and acting; waits for others to catch up before acting; sensitive to due process and proper pacing; follows established process. Self-Development - Is personally committed to and actively works to continuously improve him/herself; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weakness and limits. SKILLS & ABILITIES Education: • Associate's or equivalent degree or experience • Minimum 5 years related AP experience Computer Skills: • Strong PC skills including Windows, MS office suite • Proficient in Excel - able to create and update spreadsheets including v-lookups and pivot tables • SAP experience required • iPayables/Docuphase (Invoiceworks) and Concur experience preferred Other Requirements: • Strong mathematical skills • Understanding of basic principles of finance, accounting, and bookkeeping • Superb time management skills and detail orientation • Ability to maintain confidentiality of company information