Senior Accounts Payable Specialist

The Senior Accounts Payable Specialist is responsible for compiling, reviewing, processing and analyzing all vendor payments and expenses. Senior Accounts Payable Specialist ensures accurate and timely payment of invoices, cash advances, adjustment vouchers, expense reports, pay cycles, vendor records, and resolve any discrepancies. This is administrative, customer service, professional and clerical support work on a highly confidential and moderately difficult nature. Provides administrative and clerical support to the Manager and Department as needed. Must be adept at problem-solving and using professional discretion in handling customer service problems on the spot. Employee also serves as one of the primary point of contacts with offices raising issues relating to vendor payments. This position requires professional, technical, administrative, analytical, and confidential work of a complex nature.

Principal Job Duties

• Performs accounts payable related tasks required to support the needs of the Authority. Analyzes discrepancies and determines the appropriate solution. Advises Accounts Payable Manager of unusual problems and their resolutions in a timely manner.
• Runs the pay cycle process which includes payroll taxes, claims, refunds, benefits, garnishment, operating and capital payments.
• Processes a high volume of invoices accurately and efficiently in a fast-paced environment.
• Answers and returns all in-coming calls and email messages via the Accounts Payable hotline and email timely and responsively and ensure that voice and email boxes are monitored periodically throughout the day. Monitors vendor account pay files and performs necessarily follow up until problem is resolved.
• Serves as primary contact person Vendor Master database. Ensures all vendor information are correct in Vendor Master, such as remittance address, banking information, tax identification number, and 1099 vendors are properly flagged.
• Processes returned vendor checks and electronic payments. Ensures that cancelled payments are entered in Financial ERP System. Communicates with Cash Management department to process stop payments and payment reissues.
• Provides support for other departments when payment issues arise. Serves as "Subject Matter Expert" for A/P design and implementation, including staff training and any required vendor/account analysis.
• Acts as back-up to staff as needed. Responds to requests for information of both internal and external auditors on a timely basis. Keeps manager apprised of the status of required responses.
• Process cash advance payments and employee reimbursements in our Travel Request and Expense system and Financial ERP system.
• Review and process employee expense reports, verifying accuracy and adherence to company policies.
• Provide training and support regularly to other departments and staff on travel request, aging receipts, receipting, invoicing, and expense report processing.
• Assists in the development and implementation of Accounts Payable policies and procedures.
• Reconcile corporate travel card charges, vendor statements, and open cash advance accounts monthly.

Other Duties

• Other duties as assigned

• Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Knowledge

• Thorough knowledge of generally accepted accounting principles and the Authority's overall accounting operations, with the ability to effectively apply that knowledge to the Authority's financial needs.
• Functional knowledge of Microsoft Office required.

Skills

• Considerable latitude for exercising independent judgement and initiating corrective action where needed.
• Skilled with exceptional accuracy and attention to detail to ensure vouchers and payments are error-free.

Abilities

• Ability to handle confidential and sensitive information appropriately and professionally.
• Ability to analyze financial data, detect discrepancies, and resolve issues promptly.
• Ability to communicate effectively.

Machine, Tools, Equipment, Software, Hardware Required

• Microsoft Office Suite: Word, Excel, PowerPoint, etc.

Supervisory Responsibility

Not responsible for supervising others.

Minimum Education

• Graduation from an accredited college or university with a bachelor’s degree in Accounting, Finance, or Business Administration.
  • In lieu of a Bachelor’s degree, a high school diploma or General Equivalency diploma with four (4) years of experience in accounting in addition to the experience below

Minimum Experience

• Three (3) years of progressively responsible experience in accounting along with preparing invoices and recording transactions.

Minimum Certification/Licensure

• N/A

Preferred Qualifications

• Concur Travel and Expense System
• Corporate Card Travel Administration
• Large ERP Experience (i.e. Oracle Fusion, SAP, PeopleSoft)
• Large volume three-way match invoice processing
• Expense coding and review processing
• Reporting experience