Accounts Payable Specialist I

Baker Group; Des Moines (IA); On-site; USD 40,000 - 60,000; Full time

Job summary

The Baker Group is seeking an Accounts Payable Specialist to efficiently process invoices, pay vendors on due dates, and post entries to the correct GL account, job number, and cost code. You will batch invoices, match POs, reconcile statements, and maintain vendor relationships while ensuring timely payments and accurate financial records in Spectrum.

Ideal candidates have strong attention to detail, solid Excel skills, and the ability to work across teams in a construction accounting

Qualifications

• High school diploma or GED.
• Associate degree in Accounting or related field, or 2+ years of experience.
• Construction accounting (job cost) experience preferred.

Responsibilities

• Sort and batch all invoices daily.
• Match purchase orders to invoices and post matched invoices in a timely fashion.
• Review invoices for accuracy: quantity, price, job, GL, cost code.
• Investigate and resolve payment issues within 5 business days.
• Maintain relationships with vendors and handle vendor correspondence.
• Reconcile monthly statements and research discrepancies in Spectrum.
• Process payments weekly and ensure discount vendors are paid on the 10th of each month.
• Assist teammates with workload as needed.
• Update invoices in Spectrum daily.
• Set up subcontracts/FPOs, maintain change orders and lien waivers, scan documents in Spectrum.
• Maintain list of vendors with Master Subcontract Agreement in Spectrum.
• Send lien waivers with payments and track returns.
• Release retainage as payments are received from owner; comply with terms.

Skills

Verbal & Written Comm

Multi-tasking

Attention to detail

Numerical reasoning

Confidentiality handling

Education

High school diploma or GED

Associate degree in Accounting

Tools

Excel

Microsoft Word

Accounting software

Job description

PURPOSE

The Accounts Payable Specialist will efficiently account for and process all incoming invoices in a timely manner and accurately pay each vendor according to when they are due, as well as processing and posting invoices to the correct general ledger account number, job number, and cost code. Performs related work as required.

The Accounts Payable Specialist will efficiently account for and process all incoming invoices in a timely manner and accurately pay each vendor according to when they are due, as well as processing and posting invoices to the correct general ledger account number, job number, and cost code. Performs related work as required.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES for Accounts Payable I and II

The following duties are typical for this job. These are not to be constructed as exclusive or all inclusive. Other duties may be required and assigned.

• Sort and batch all invoices on a daily basis.
• Match corresponding purchase orders to incoming invoices. Daily, post all matched invoices making sure all are posted in a timely fashion.
• Review all invoices to ensure accuracy in quantity and price; posted to the correct job, general ledger number, and cost code.
• Investigate and resolve problems associated with processing of invoices within five (5) business days.
• Establish and maintain relationships with new and existing vendors.
• Handle vendor maintenance and vendor correspondence via phone or email.
• Reconcile all statements, on a monthly basis, so accounts are current and accurate. Research and resolve any missing transactions or transactions that do not match records in Spectrum.
• Process payments weekly and ensure all discount vendors have been accurately paid on the 10th of every month.
• Assist other team members with workload as needed.
• Confirm and update invoices in Spectrum on a daily basis.
• Set up all subcontracts/FPO’s, maintain change orders, lien waivers, and scan all documents into Spectrum.
• Maintain list of vendors who have signed the Master Subcontract Agreement and update in Spectrum.
• Send lien waivers with all payments and track that they’re returned. Ensure no payments are made without prior month’s lien waiver returned.
• Release retainage as we are paid from owner on any subcontracts as we are paid; comply with payment terms listed on purchasing documents.

Accounts Payable II - meets all requirements of Level I above and:

• Assist with training and onboarding of new employees.
• Maintain and update A/P manuals and training documentation.
• Mentor and provide day-to-day guidance to newer team members.
• Participate in and support special projects as assigned.
• Serve as a resource for the team.

Minimum Education & Experience Required To Perform Essential Functions

• High school diploma or GED
• Associate degree in Accounting or related field, or a minimum of two (2) years equivalent experience.
• Experience in construction accounting (job cost) preferred.

Mental And Physical Competencies Required To Perform Essential Functions

• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and competing priorities simultaneously.
• Maintain strong accuracy and attention to detail.
• Proficiency in identifying, determining root cause and resolving payment or vendor issues.
• Ability to apply numerical reasoning to financial data.
• Demonstrated skill in applying sound judgement and discretion with confidential information.

ENVIRONMENTAL ADAPTABILITY

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 10 pounds occasionally.

EQUIPMENT/TOOLS

• Microsoft Word, Excel, etc.
• Computer
• Accounting software

Baker Group is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Baker Group will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Employer.