Accounts Payable Coordinator - Temporary Assignment

Zak-Designs; Airway Heights (WA); On-site; USD 27,552,000 - 38,573,000; Full time

Job summary

Responsibilities include accurate coding, expense reporting, and file preparation for import into Apprise, as well as month-end account reconciliations. Strong Excel and Oracle/Apprise experience preferred.

Qualifications

• Associate degree and 1–2 years related experience or equivalent combination of education and experience.
• Ability to read and comprehend instructions, memos and reports; effective written correspondence.

Responsibilities

• Open and scan A/P mail; process invoices via Concur.
• Receive electronic A/P invoices; code with correct vendor, G/L, period and currency.
• Process expense reports in Concur; prepare file for import into Apprise by the 15th.
• Maintain accurate electronic filing for invoices and approvals daily.
• Reconcile balance sheet and income statement accounts monthly; prepare month-end schedules.

Skills

Data entry

Analytical thinking

Problem solving

Education

Associate Degree

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

10-Key by touch

Apprise ERP

Job description

Description

The temporary Accounts Payable Coordinator position processes inbound A/P invoices, enters and posts approved credit memos, debit memos and write-offs. Prepares various accounting reconciliations and schedules; prepares journal entries with appropriate backup documentation. This position works a full-time schedule averaging 40 hours per week and is estimated to last up to 12 weeks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Opens A/P mail and scans into Concur software for processing
• Receive electronic A/P invoices, label, route in Concur software, and save.
• Ensures correct vendor, G/L account coding (including division & department), period, currency, due date and customer designation if appropriate. Invoices should be processed and routed to appropriate managers for approval within 24 hours of receipt.
• Process expense reports in Concur. Follows up with employees and supervisors if necessary to obtain missing expenses and receipt/ documentation. Prepares file for import into Apprise before the 15th of each month.
• Maintains accurate electronic filing system for invoices, and approval documentation daily.
• Codes all Fedex bills, enter in Apprise and reviews disputes from Veriship to ensure we received appropriate credits.
• Processes American Express Credit Card statement and allocate receipt cost to department and division
• Processes American Express Receipt Approval for Statement
• Code Amazon Advertising Charges for American Express
• Supports AP Specialist to receive, reconcile and enter invoices related to incoming inventory including SRI commercial invoices, SRI handling fees, duties and brokerage, ocean freight and trucking invoices. Resolves any discrepancies with Warehouse Supervisor or Purchasing Specialist.
• Reconciles various balance sheet and income statement accounts monthly. Prepares schedules for these accounts according to the timeline on the month-end checklist.
• Cross-trains for backup on Accounts Payable Specialist and various other Accounting tasks as required.
• Back up to AP Specialist task as needed (Month-End, Payment, Concur Exports)
• Other projects and duties as assigned.

Requirements

QUALIFICATION REQUIREMENTS:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Associate Degree (A. A.) or equivalent from two-year college or technical school and one to two years related experience and/or training; or equivalent combination of education and experience.
• Language Skills: Ability to read and comprehend instructions, short correspondence, and memos. Ability to write correspondence, routine reports and procedure manuals. Ability to effectively interact in one-on-one and small group situations with customers, clients, and other employees of the company.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute discounts, interest, commissions, percentages, area, circumference, and volume. Ability to compute rate, ratio, and percentage.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Analytical Skills: Ability to identify a problem, investigate to find out relevant facts, and find a logical solution. Skills include: logical reasoning, critical thinking, communication, research, data analysis, and creativity.
• Other Skills and Abilities: Must be able to tactfully deal with various personalities throughout the company and deal effectively and professionally with internal and external customers. Must be proficient in utilizing computer programs for processing data and writing reports. Required program applications include: Microsoft Outlook (intermediate level), Microsoft Excel (intermediate level), Microsoft Word (intermediate level), 10-Key by touch and Oracle or Apprise ERP system. Requires operation of postage machine and other general office equipment.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands or arms; talk and hear. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds and on rare occasions lift up to 40 pounds. Specific vision abilities required by this job require close vision, distance vision, color vision, peripheral vision, depth perception, and the 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate and the position is heavily sedentary.

EOE, including disability/vets