Accounts Payable Specialist

Accounts Payable Specialist

Under the supervision of the Director, Accounting, the Accounts Payable Specialist performs all functions related to accounts payable. The Specialist handles daily matching and posting of a large volume of purchase orders and packing slips to vendor invoices in software. This position will process batch check runs, domestic wire transfers, and ACH transactions.

Essential Functions

1. Responsible for full cycle accounts payable processing. Examine, reconcile and verify transactions for account codes, amounts, vendor information and approval.
2. Ensure vendor additions and edits are authorized, entered, and supported by appropriate tax forms.
3. Process invoices in Certify to export and import into NetSuite. Attach all invoices, expense reports, and various miscellaneous documents for payment processing.
4. Retrieve purchasing documentation from Heartland system and maintain invoice entry into NetSuite.
5. Complete follow-up with departments and individuals weekly regarding goods sold or services rendered by outside vendors to be processed for payment. Ensure expenses are supported by contracts when required.
6. Research, resolve and communicate discrepancies and/or outstanding balances on invoices and statements internally and externally.
7. Process accounts payable check run bi-weekly or as needed. Prepare checks for approval signature. Contact individuals and log check pick up.
8. Maintain transaction documentation in an organized manner for audit, compliance, and retention requirements.
9. Coordinate foreign and domestic wire transfers, drafts and ACHs, as requested.
10. Perform monthly reconciliation of statements and payable accounts.
11. Prepare reports to facilitate the tracking and maintenance of accounts payable transactions.
12. Research transactions for individuals and departments as requested.
13. Complete monthly reconciliation of 1099 activity. Process and mail 1099 forms in January each year.
14. Assist with handling finance and accounting incoming mail.
15. Enter documents for ACH transactions and wire transfers into NetSuite to be approved for bank processing. Pay invoices through NetSuite and attach banking documentation for reconciliation.
16. Perform other duties as assigned.

Qualifications

Education and Experience: Associate's degree in related field required. Three (3) years of accounts payable experience required. Experience with computerized financial or accounting software required.

Knowledge, Skills and Abilities

• Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.
• Ability to identify challenges and opportunities, engage others in their resolution, and recommend appropriate course of action.
• Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
• Demonstrated research and analysis skills to identify critical information and complete.
• Demonstrated organizational skills to plan, manage, prioritize, and complete multiple on-going projects to meet deadlines and goals.
• Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing.
• Must have demonstrated active listening and communication skills and an ability to communicate clearly and professionally.
• Demonstrated ability to work with attention to detail and produce accurate results.
• Ability to work occasional weekend and evening hours for special events (If needed).
• Must be proficient in latest version of Office 365, including SharePoint, Word, Power Point, Outlook, and Excel.
• Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
• Must be able to establish and maintain professional, productive and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.

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. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone and email. This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor's ability to modify work assignments as appropriate. The Detroit Institute of Arts is an equal opportunity employer.