Accounts Payable Specialist

BRIEF SUMMARY OF JOB:

We are seeking a detail-oriented and organized Accounts Payable Staff to join our finance team. The ideal candidate will manage and oversee the company’s payable functions, ensuring accurate and timely processing of invoices, expense reports, and payments. This role is vital to maintaining good relationships with vendors, ensuring compliance with accounting policies, and managing cash flow.

DUTIES & RESPONSIBILITIES :

Accounts Payable Operations

• Process and record vendor invoices accurately, ensuring appropriate coding and approvals.
• Verify and process payments in line with bank policies and payment terms.
• Maintain and update vendor master data, ensuring compliance with tax and regulatory requirements.
• Investigate and resolve invoice discrepancies, vendor inquiries, and payment issues.
• Update monthly AP logs and payable registers to track all transactions.
• Prepare accruals for monthly recurring expenses under Accounting oversight.
• Perform initial reconciliation of AP sub-ledger to the General Ledger for Accounting review.
• Process executive expense reimbursements and corporate credit card transactions.
• Ensure proper accounting for sales tax and vendor withholding tax.
• Manage manual funding of the AP DDA account and maintain supporting records.

General Ledger and Reconciliation

• Prepare and process GL entries for AP transactions, accruals, and adjustments.
• Reconcile provision and accrual accounts monthly to ensure accuracy and completeness.
• Review and clear unposted items, ensuring proper documentation and follow-up.
• Perform periodic reviews and reconciliations between subsidiary ledgers (AP, expense systems) and the General Ledger.
• GL Maintenance Reconciliation-Weekly
• Assist the Department in its day-to-day functions as requested.
• Back up for the Staff Accountant as needed.

EDUCATION, SKILLS & EXPERIENCE:

• BA or undergraduate degree in Finance or Accounting preferred
• Two (2) years of experience in related field
• Experience with Automated AP System and process improvement initiatives
• Knowledge of Accounting Policies and Banking Software (Prologue, AS400, etc)
• Familiar with Tax regulation related to vendor payments.
• Work requires daily use of all Microsoft Office tools and other financial and accounting software.
• Work requires excellent knowledge of spreadsheets, databases and word processing skills.
• Work requires analytical, problem solving skills and the ability to meet deadlines.
• Work requires excellent oral and written communications skills, and the ability to relate to all levels of personnel.
• Ability to use office equipment such as calculators, facsimile and copier machines.
• Strong analytical skills and high level of accuracy required
• Bi-lingual (English/Spanish) preferred
• Excellent written and verbal communication skills for interacting with vendors, team members, and management.
• Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
• Proactive approach to problem-solving with an ability to resolve issues independently.
• Strong interpersonal skills, able to communicate professionally and interact with individuals across the organization

SUPERVISORY RESPONSIBILITIES

No supervisory duties.

JOB DESCRIPTION

BSA COMPLIANCE

Each employee is required to uphold the Bank’s compliance with the Bank Secrecy Act and Anti-Money Laundering policies and procedures. Specific functions in the Bank take into consideration the awareness of unusual or suspicious situations that are relevant to the banking division to which I will be assigned.

COMPETENCIES

• Problem Solving:
• Identifies and resolves problems in a timely manner.
• Gathers and analyzes information skillfully.
• Uses reason even when dealing with emotional topics.
• Interpersonal Skills:
• Focuses on solving conflict, not blaming.
• Maintains confidentiality.
• Listens to others without interrupting.
• Keeps emotions under control.
• Oral Communication:
• Speaks clearly and persuasively in positive or negative situations.
• Listens and gets clarification.
• Written Communication:
• Writes clearly and informatively.
• Presents numerical data effectively.
• Diversity:
• Demonstrates knowledge of EEO policy.
• Shows respect and sensitivity for cultural differences.
• Educates others on the value of diversity.
• Promotes a harassment-free environment.
• Ethics:
• Treats people with respect.
• Inspires the trust of others.
• Works with integrity and ethically.
• Upholds organizational values.
• Teamwork:
• Balances team and individual responsibilities.
• Exhibits objectivity and openness to others' views.
• Contributes to building a positive team spirit;
• Organizational Support:
• Follows policies and procedures.
• - Completes administrative tasks correctly and on time

JOB DESCRIPTION

• Cost Consciousness:
• Works within approved budget.
• Conserves organizational resources.
• Judgment:
• Exhibits sound and accurate judgment.
• Supports and explains reasoning for decisions.
• Includes appropriate people in decision-making process.
• Makes timely decisions.
• Professionalism:
• Approaches others in a tactful manner.
• Reacts well under pressure.
• Treats others with respect and consideration regardless of their status or position.
• Dependability:
• Follows instructions, responds to management direction.
• Commits to long hours of work when necessary to reach goals.

CONTACTS:

Customers, other financial institutions, government and community agencies, senior management, and peers.

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.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; and use hands to finger, handle, or feel controls. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

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. Travel is required.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; able to write reports, business correspondence, and procedure manuals.

Able to effectively present information and respond to questions from groups of managers, employees and as well as outside contacts.

ENGLISH LANGUAGE

Ability to speak, understand, read and write English at an advanced level.

FOREIGN LANGUAGE

Ability to speak, understand, read and write Spanish is desirable but not required.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio and percent.

COMPUTER SKILLS

Strong computer skills including extensive experience with MS Office applications including Word, Excel, & PowerPoint

PHYSICAL DEMANDS

While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to stand; walk; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.

The physical demands described above 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.

TRAVEL REQUIREMENTS

Travel requirements are low and are almost exclusively limited to local travel.

EOE M/F/D/V & DRUG FREE

Intercredit is an equal opportunity employer