Accounts Payable Associate

Job Description

Position Summary

Keying vendor invoices into GP in a timely manner. Along with ensuring timely payments, vendor maintenance, and workflows need to be watched so vendor discounts are taken correctly and that invoices and Purchase Orders match.

Primary Roles and Responsibilities

1. Accounts Payable
2. Vendor Management
3. P-Card Management
4. Customer Service

Activities

Accountable for paying vendor invoices on time

(O’Day Equipment LLC, O’Day Management Inc, O’Day Tank & Steel LLC, Business Properties, LLC & Delta Delta LLC)

• Maintain A/P workflows & obtain proper approvals
• Enter A/P invoices into system for payment
• Collating A/P documents into Doclink
• Resolve vendor inquiries for Accounts Payable
• Reconcile vendor statements
• Mail vendor checks
• Complete Vendor credit applications per vendor requests
• Complete product price changes based on vendor invoices received
• Follow-up on open vendor credit memos to receive check reimbursements

Credit Cards

• Reconcile credit card receipts & statements
• Issue & cancel company credits cards as required
• Ongoing system maintenance on credit card system

• Adjust monthly credit limits as needed

• Maintain monthly use tax list on company purchases

• Purchases from vendors and internet

• Accuracy of Vendor information/details in GP

• W9’s & 1099’s
• Payment remittance
• Review Vendor data in the GP system for accuracy and proper documentation
• Print & mail year-end 1099’s for all companies

• Purchase Order Reconciliation

• Resolve PO vs Payable invoice discrepancies with purchasing
  • Costs or parts do not match
  • No PO in system

• Maintain company vehicle lease schedules

• Notify CFO as we come to the end of each lease on the vehicles

• Unclaimed Property Processing

• Review uncashed checks
• Generate Due Diligence letters
  • Review Mid-September to meet the 30 day deadline
• File applicable state reports
  • Filing October 31

• Accountable for backup switchboard as needed

• Normal hours, 8 a.m. to 5 p.m.

• Secondary Activities

• Backup accounting department as needed
• Backup mainline phones
• Cross Train in other accounting area
• Generate PO’s
  • Sub contractors & Equipment rentals for WOs
  • Building Maintenance/supplies
  • Equipment Purchases
  • Use non-inventory items so they bill directly to expense accounts
• Communicate potential problems/trends to managers
• Backup collating for DocLink
• Other duties as assigned