The Jr Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, employee and board reimbursements, corporate card expenses, and other payable disbursements while ensuring proper authorization and compliance with GAAP. This role maintains vendor records, maintains accounts payable files and approval records, supports 1099 reporting, processes select journal entries and payments, and provides guidance to employees and management regarding accounts payable activities. The position is also responsible for calculating and remitting use tax, maintaining departmental procedures, identifying process improvements, and recommending solutions to enhance the efficiency and effectiveness of the Accounts Payable function.
Essential FunctionsAccounts Payable Daily Functions:Review payment requests received from various cost centers for Accounts Payable processing and ensure expenditure is properly authorized and coded consistent with GAAP.Ensure capitalized or prepaid expenditures are captured accurately and notify the Accounting Specialist for proper recording on the Fixed Asset system.Follow through with the appropriate cost center manager and/or vendor on past-due invoices, and other accounts payable-related research activities.Ensure new vendors are OFAC-verified, W-9 documentation is obtained, and create ACH payment record when relevant ensuring payment method is vendor-authorized.Process payments according to procedures, ensuring vendor remittance information is correct, and payments are accurate and in balance, while ensuring invoices have not been previously paid.Monitor and resolve outstanding stale Accounts Payable checks.Keep management apprised of status to ensure compliance with State escheatment laws and regulations.Process corporate credit card & employee reimbursement expense reports, ensuring transactions are posted to the correct general ledger account.Post limited reclass and accrual journal entries on a regular and month-end basis.Assess the use tax on relevant transactions.  Accounts Payable Tax Remittance / Records:Maintain information and records related to use tax remittances.Follow up with vendors when necessary, engaging the services of Compliance when relevant to assure vendors who should be assessing sales tax are appropriately notified.Maintain vendor, employee, and Board records and accounts payable files and records to include proper 1099 year-end reporting and record retention.Accounts Payable Process Maintenance / Improvement:Adhere to procedures for assigned processes and tasks.Assess efficiencies, explore solutions, and submit recommendations to improve the Accounts Payable workflow and function to management.Assist in various projects as assigned.Bank Secrecy Act: Remains cognizant of and adheres to Wings policies and procedures, and regulations pertaining to the Bank Secrecy Act.
