Accounts Payable Specialist I

PURPOSE

The Accounts Payable Specialist will efficiently account for and process all incoming invoices in a timely manner and accurately pay each vendor according to when they are due, as well as processing and posting invoices to the correct general ledger account number, job number, and cost code. Performs related work as required.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES for Accounts Payable I and II:

The following duties are typical for this job. These are not to be constructed as exclusive or all inclusive. Other duties may be required and assigned..

• Sort and batch all invoices on a daily basis.
• Match corresponding purchase orders to incoming invoices. Daily, post all matched invoices making sure all are posted in a timely fashion.
• Review all invoices to ensure accuracy in quantity and price; posted to the correct job, general ledger number, and cost code.
• Investigate and resolve problems associated with processing of invoices within five (5) business days.
• Establish and maintain relationships with new and existing vendors.
• Handle vendor maintenance and vendor correspondence via phone or email.
• Reconcile all statements, on a monthly basis, so accounts are current and accurate. Research and resolve any missing transactions or transactions that do not match records in Spectrum.
• Process payments weekly and ensure all discount vendors have been accurately paid on the 10th of every month.
• Assist other team members with workload as needed.
• Confirm and update invoices in Spectrum on a daily basis.
• Set up all subcontracts/FPO’s, maintain change orders, lien waivers, and scan all documents into Spectrum.
• Maintain list of vendors who have signed the Master Subcontract Agreement and update in Spectrum.
• Send lien waivers with all payments and track that they’re returned. Ensure no payments are made without prior month’s lien waiver returned.
• Release retainage as we are paid from owner on any subcontracts as we are paid; comply with payment terms listed on purchasing documents.

Accounts Payable II- meets all requirements of Level I above and:

• Assist with training and onboarding of new employees.
• Maintain and update A/P manuals and training documentation. 
• Mentor and provide day-to-day guidance to newer team members.
• Participate in and support special projects as assigned.
• Serve as a resource for the team.

MINIMUM EDUCATION & EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• High school diploma or GED
• Associate degree in Accounting or related field, or a minimum of two (2) years equivalent experience. 
• Experience in construction accounting (job cost) preferred.

MENTAL AND PHYSICAL COMPETENCIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and competing priorities simultaneously.
• Maintain strong accuracy and attention to detail.
• Proficiency in identifying, determining root cause and resolving payment or vendor issues.
• Ability to apply numerical reasoning to financial data.
• Demonstrated skill in applying sound judgement and discretion with confidential information.

ENVIRONMENTAL ADAPTABILITY 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 10 pounds occasionally.

EQUIPMENT/TOOLS 

• Microsoft Word, Excel, etc.
• Computer
• Accounting software

Baker Group is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Baker Group will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Employer.