Accounts Payable Specailist
915 Armorlite Drive San Marcos, CA 92069 US
Job Description
Job Summary
Provides financial, administrative and clerical support by ensuring payments are completed and expenses are controlled by receiving, processing, verifying, reconciling and paying invoices according to established policies and procedures in an efficient, timely and accurate manner through the company’s ERP software, JD Edwards.
Essential Duties and Responsibilities
Duties include the following (other duties may be assigned):
- Process daily two-way match receiving to purchase orders for inventory and expense purchases company-wide by reviewing and coding expenses accordingly and posting to general ledger.
- Process invoices for three-way match to purchase order and packing lists on a daily basis.
- Obtain approval for all invoices without purchase order or requisition approval
- Process all freight, communication, rent, utility and commission bills.
- Process daily three-way match invoices to packing slips & purchase orders for inventory and expense purchases reconciling sales tax, freight-in and shipping & handling.
- Follow-up on all completion and billing for requisition orders with supplier invoice.
- Stamp and code packing slips & invoices with General Ledger (G/L) account number and respective dollar amount for accounts payable (A/P) distribution. Post activity into JD Edwards A/P module for payment.
- Attention to detail and typing of notes in ERP system essential.
- Update Return to Vendor (RTV) analysis after obtaining supplier credits for return material on inventory and expense purchases.
- Process employee expense reports:
- Ensure that company travel policy is being adhered to and obtain receipts from each employee to support charges.
- Process out of pocket reimbursement expense reports in a timely manner so payments are made to employees via ADP bi-weekly payroll.
- Prepare monthly spreadsheet for out of pocket travel expenses.
- Prepare monthly analyses of: communication, sales-use tax accrual amounts, consultant & attorney fees, waste disposal, ethylene glycol, etc.
- Reconcile account expense analysis to the general ledger as needed and requested from Accounting Manager.
- Assist the Accounting Specialist and/or Staff Accountant by providing copies of invoices for fixed assets and/or Construction in Progress purchases.
- Review, reconcile and prepare annual 1099’s for vendors that are sole proprietors and partnerships.
- Handle vendor phone calls and other department inquiries concerning accounts payable issues.
- Effective writing skills to communicate with employees and suppliers to resolve payables issues. Fast typist to convey key points and obtain resolution promptly.
- Process check disbursement twice a month or as needed. Run an A/P aging and select invoices for payments based on payment terms. Print checks and post manual checks (when needed), and wire payments. Present check(s) with supporting documentation of invoices, packing slips and purchase orders/requisitions to President for signature. Give checks, stubs and other check remittance to Accounts Receivable to stuff/arrange for mailing of disbursements.
- File and maintain clerical records and report pertinent information to Accounting Manager.
- Able to use Word, mail merge for A/P yearly payables setup or mailings as necessary.
- Ensure a timely and accurate preparation and balancing of A/P activity and produce detail, summary and all related A/P reports pertaining to the month-end close.
- Setup new suppliers in ERP system, JD Edwards, for company-wide use.
- Inform management regarding any problem accounts and issue weekly status report.
- Assist in yearly audits performed by outside auditors, parent-company audits.
- Assist in external, internal and government audits.
- Some overtime maybe required.
- The Accounts Payable employee must have at a minimum a High School Diploma.
- Possess an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
- Strong communication skills are a must both verbal and written in English is essential.
- This position requires a minimum of 3-5 years of experience in the accounting field and has a working knowledge of basic accounting practices.
- Must have the ability to perform a variety of bookkeeping and clerical tasks in order to prepare and maintain payable records and generate reports.
- Must be computer literate and have experience using Excel or related software. Intermediate Excel level preferred.
- Use and knowledge of pivot tables, basic formulas and setup of reconciliation.
- Ability to prepare records and files in an organized, neat, and legible manner.
- Working knowledge of basic accounting theories and generally accepted accounting practices (GAAP) are required.
- Ability to prepare account analyses and other records in an organized, neat, and professional manner is a must.
- Team-oriented philosophy is a must with ability to work independently and with little direct supervision.
- 10-key calculator by touch.
- This job operates in a professional office and manufacturing environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
- While performing the duties of this job, the employee is regularly required to sit and stand for long periods of time.
- Filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Meet Your Recruiter
Damian Eller
Account Manager
Prior to joining Marquee Staffing, Damian worked as an Assistant Manager at In-N-Out while attending the Firefighter Academy. Damian was later given the opportunity to shift his career towards business development and talent acquisition, where he's been able to use his customer service experience and charisma to thrive. Despite his career changes, his passion for networking and building relationships only grows.
In Damian's free time, he plays drums for local country bands, and enjoys live music, going to the gym, binge watching Netflix, and dining out. He is also a dog dad to a Husky named Lacey Grace and loves to spend time with her at dog parks, beaches, and strolling through the Carlsbad Village. Damian also likes to treat Lacey Grace to ice cream when she's been a good dog!