Job Title: Accounts Payable Specialist

Job Description

The Accounts Payable Specialist I is responsible for the accounts payable function. Responsibilities include obtaining proper authorizations for payments, obtaining W-9s from vendors, paying vendors, classifying expenses in the general ledger at center level, reconciling vendor statements, and maintaining vendor payment records.

Responsibilities

Reconcile and audit Corporate Visa Credit Card expense report submitted daily.

Ensure accurate payments to the corporate credit cards daily.

Maintain tracking of outstanding expense reports daily.

Create journal entries for each expense report daily.

Respond to inquiries regarding Certify and the corporate credit card program.

Perform Certify training to new participants as needed.

Ensure all invoices received are indexed into the imaging system and routed for approval daily.

Maintain organized files of pending and paid invoices within the imaging system.

Follow up with the responsible party for invoices outstanding for more than two weeks.

Ensure authorization is properly documented according to the Expense and Expenditures Program prior to payment.

Determine and document general ledger account classification and allocations to organizational centers for each invoice.

Disburse authorized payment requests by 10:00 am on Wednesday via specified payment methods (ACH, EFT, check, corporate credit card) on Wednesday of each week.

Work with employees on new vendor relationships to obtain W-9 and payment instructions and supply the vendor with a tax-exempt form.

Ensure the vendor is set up within the Accounts Payable system according to procedures to ensure accurate accounting, processing, and reporting.

Reconcile any invoice discrepancies with vendors before their next statement cycle.

Process recurring monthly, quarterly, and yearly commitments for which no invoice is generated by the vendor, validating against the schedule of recurring payments.

Ensure recurring payments are due by the first working day of each month unless otherwise agreed upon, and disbursed by the agreed-upon payment date.

Assist with the process of completing the 1099 forms to ensure they are mailed to the vendors by the stated deadline.

Handle any questions from vendors to ensure filings with the IRS are accurate and complete.

Essential Skills

High School diploma or equivalent required. Bachelor’s degree in Accounting or Finance preferred.

Minimum two (2) years of related Accounts Payable experience required or a degree with Financial Institution experience may be substituted.

Expert in Microsoft Office Suite including Outlook, Excel, and Word.

Experience and demonstrated proficiency in utilizing automated accounts payable systems, preferably with imaging and workflow processes.

Working knowledge of accrual basis accounting and familiarity with Generally Accepted Accounting Principles.

Additional Skills Qualifications

Experience using Microsoft Dynamics D365, Exflow, Certify, and Exflow Data Capture imaging is preferred.Work Environment

Full-time, hybrid role with 2-3 days in the office per week to start. Possibility for remote work after training (not guaranteed). Usually flexible work hours. The office is located in a super nice corporate building with an onsite cafe, game room, and various workspaces to choose from.

Pay and Benefits

The pay range for this position is $23.00 - $26.00

• Medical, dental vision• Critical Illness, Accident, and Hospital• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available• Life Insurance (Voluntary Life ADD for the employee and dependents)• Short and long-term disability• Health Spending Account (HSA)• Transportation benefits• Employee Assistance Program• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Austin,TX.

Application Deadline

This position will be accepting applications until Dec 21, 2024.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DEI are embedded into our culture through:

Hiring diverse talent

Maintaining an inclusive environment through persistent self-reflection

Building a culture of care, engagement, and recognition with clear outcomes

Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.