Part Time AP Specialist

We are seeking a detail-oriented and organized Accounts Payable Specialist to join our finance team. The ideal candidate will be responsible for managing the company’s accounts payable processes, ensuring timely and accurate processing of invoices, and maintaining financial records. This role requires proficiency in various financial software and a strong understanding of accounting principles.
Duties

• Process vendor invoices and ensure accurate coding to the appropriate accounts.
• Review and reconcile discrepancies in invoices and payment records.
• Maintain relationships with vendors to address inquiries and resolve issues.
• Prepare and process payments in accordance with company policies.
• Assist with month-end closing activities related to accounts payable.
• Perform data entry tasks accurately and efficiently using financial software.
• Collaborate with the finance team to ensure compliance with governmental accounting standards when applicable.
• Utilize software such as QuickBooks, ADP, or Quicken for various accounting functions.

Experience

• Proven experience in accounts payable or a similar role is preferred.
• Familiarity with payroll processes is a plus.
• Strong data entry skills with attention to detail.
• Experience using financial software such as QuickBooks, Sage, Ceridian, Paychex, ADP, or Quicken is highly desirable.
• Knowledge of governmental accounting practices is beneficial but not required.
• Excellent organizational skills and ability to manage multiple tasks effectively.
• Strong communication skills for interacting with vendors and internal teams.

Responsibilities

• Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos.
• Records AP accruals via journal entry in Quick Books.
• Prepares schedules and provides internal audit of fiscal documents.
• Follows up on account statements and other discrepancies regarding payment of accounts, and serves as liaison between departments and vendors in the resolution of administrative problems and inquiries.
• Monitors blanket purchase orders and periodically notifies departments of balances.
• Maintains historical records.
• Processes and tracks all donations, sends donation correspondence and keeps database updated.
• Prepares schedules and provides internal audit of fiscal documents.