Accounts Payable Specialist Controller

PorchLight Services; United States; On-site; USD 42,000 - 66,000; Full time

Job summary

PorchLight Services is seeking an Accounts Payable Specialist to compile, process, and maintain AP records. The role reports to the Controller and requires a self-starter attitude with minimal supervision after training.

Primary responsibilities include processing vendor invoices, routing for approval, recording payments in NAV, and handling weekly check runs. Month-end duties cover accruals and reconciliations; year-end tasks include 1099s and audits.

Qualifications

• 2-year degree (associate/technical) in accounting.
• Minimum 2-3 years of experience in processing accounts payable with some exposure to GL accounting.
• Proficiency in using electronic accounting software is required.
• Experience in fixed assets helpful.

Responsibilities

• Facilitate entry and payment of vendor invoices, verify vendor information and purchase orders; resolve discrepancies.
• Route vendor invoices to department managers for review and approval.
• Enter invoices and use tax in NAV; monitor fixed asset purchases.
• Prepare weekly check run for review, approval, printing and mailing.

Skills

Attention to detail

Microsoft Office

Communication skills

Organizational skills

Problem solving

Education

2-year accounting degree

2-3 years AP experience

Tools

NAV system

Sage Fixed Assets

Excel

10-key

Job description

The Accounts Payable Specialist will be responsible for compiling, processing and maintaining account payable records. The position will report to the Controller. Candidate
must be a confident self-starter able
to manage their responsibilities and tasks with minimal supervision following
the initial training period.

Preferred
schedule: 2 full days
during month-end closing weeks with slightly fewer hours the balance
of the month.

PRIMARY RESPONSIBILITIES:

• Facilitate entry and
  payment of vendor invoices, which may include verification of vendor
  information, reviewing purchase orders, and resolving discrepancies.
• Route vendor invoices to department managers for review and approval.
• Enter invoices, including purchase order invoices, and applicable use tax in NAV system. Monitor invoices for fixed asset
  purchases.
• Prepare weekly check run for review, approval, printing and mailing.
• Respond to vendor inquiries and communications in a timely and thorough manner.
• Record ACH/EFT payments of invoices in general ledger as they are processed.
• Record bi-weekly payroll and off cycle bonuses entry in general ledger.
• Records petty cash activity and verifies documentation of usage.
• Other related duties as assigned.

Month end {10% of the role):

• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Update and enter monthly freight accrual - tracking containers and billings for freight cost entry.
• Reconcile use tax and prepare use tax return on a monthly basis.
• Reconcile balance sheet accounts: deposits to CIP, use tax payable.
• Maintain additions, adjustments
  and deletions in Sage Fixed Assets system.
• Enter monthly depreciation and amortization in NAV.
• Track and monitor vendor invoices to be accrued.

Year end/annual(< 5% of the role):

• Run reporting and prepare 1099 forms for vendors.
• Provide internal and external audit assistance as required.
• Assist with forecasting and budgeting tasks.

Requirements

Education and Experience:

• 2-year degree (associate/technical) in accounting
• Minimum 2-3 years of experience in processing accounts payable with some exposure to GL accounting
• Proficiency in using electronic accounting software is required.
• Experience in fixed assets helpful

Required Skills/ Abilities:

• Must be reliable and extremely trustworthy.
• Must be proficient in Microsoft Office Suite or related programs.
• Must be able to learn other accounting software systems.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidential and meticulous records.
• Computer skills are required as well as 10-key and Excel spreadsheets.
• Must have strong attention to detail, communication and problem-solving skills.

PHYSICAL JOB REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to read, understand and communicate in English.
• Ability to concentrate for extended periods of time.