Job Summary
As a member of the Accounting Team, the Accounts Payable (A/P) Specialist works in a fiduciary capacity performing highly detailed work in the processing of various types of A/P transactions including data entry of vendor invoices, preparation, reviewing and processing of A/P vouchers, reconciling A/P ledgers, paying vendors. The position serves as the point- of-contact for A/P vendor inquiries, manages the employee expense reimbursement & commissions payments process, administers the corporate purchasing card platform, generates A/P financial reports, annual 1099 filings, manages multi-state sales tax compliance, international electronic ACH/Wire & Foreign exchange payments, and customer tax exemption certificates. The A/P Specialist acts with integrity ensuring monies and assets are protected against unauthorized use or removal, as well as from loss due to a criminal act or breach of trust. This position also works cross-functionally, multi-tasks, is a problem solver, big picture thinker, and focuses on process improvements to improve efficiency and by following Generally Accepted Accounting Principles (GAAP) and leveraging the time-saving benefits of current Accounting ERP software and services.
Essential Functions:
- Manage full-cycle A/P transactions, including posting business transactions, processing invoices, verifying financial data for use in maintaining accounts payable records and provide other clerical support necessary to pay the obligations of the organization.
- Pay vendors by monitoring discount opportunities, verifying federal ID numbers and addresses, scheduling and preparing checks or electronic payments, resolving discrepancies, ensuring credit or stop-payments or purchase order amendments; use Wire templates through OFX platform to process trade payments, request foreign currency exchanges, and administer international subsidiary reimbursement requests, executive approvals, and inter-company reimbursement payments for HunterLab ASIA, EUROPE, IMEA subsidiaries.
- Charge expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries.
- Reconcile A/P ledgers to ensure all payments are accounted for and properly posted; Troubleshooting and resolving any questionable invoice discrepancies.
- Streamline employee expense submission and reimbursement process working with Controller to implement new spend management online treasury management software.
- Administer the company’s corporate purchasing card program, leveraging enterprise spend platform to control P-Card issuances, pay vendors and suppliers, and to remediate fraudulent charges with banking institution.
- Prepare A/P worksheets and reports to provide management with information for decision making, and to ensure that all reporting requirements are satisfied.
- Route invoices to appropriate executives/managers for review and approval; Ensure executives/managers are provided all required documentation to facilitate their approval decision.
- Prepare monthly commission accruals, enters vouchers and posts to the A/P module, reconcile A/P Accounts, and manage weekly check runs and wire payments domestic and international.
- Assist Controller with filing/paying multi-state sales & use tax returns (EFT/ACH) online; maintaining list of tax-exempt customers, assuring appropriate taxes are charged in AR invoices.
- Maintain 1099 information and preparing annual reports to IRS and vendors.
- Maintain Flex Benefits cash reserve balances by maintaining schedule of transactions, monitoring daily balances in Flex account, and recommending distributions to Flex account to avoid overdrafts.
- Maintain ESOP administration expenses, file/pay federal and state withholdings, record individual ESOP payouts in fiscal year & calendar year spreadsheet file.
- Assist in timely month end closing procedures and assist with other reconciliations and projects as deemed necessary by your supervisor.
- Maintain files and documentation thoroughly and accurately, by company policy and Generally Accepted Accounting Principles (GAAP).
- Serve in a fiduciary capacity for HunterLab safeguarding the company property, equipment, money, and assets against unauthorized use or removal, as well as from loss due to a criminal act or breach of trust.
- Follow company safety regulations and company policies.
- Perform other duties as assigned including year-end ERP utilities, weekly Accounting team meetings, etc.
Secondary Functions and Responsibilities
- Develop and maintain a broad knowledge of the company’s products and services; Cross-train with Accounts Receivable A/R Specialist to build skills.
- Develop and maintain knowledge of company’s suppliers, distributors, salespeople, and commission programs to provide a safety-net for accurate processing and payment of A/R and A/P vouchers.
Required Education and Experience
- High School diploma or GED with five years’ experience in an accounting environment specializing in Accounts Payable OR an Associate degree in accounting/finance and two years of accounting experience OR 3+ years as a HunterLab Accounting Assistant OR equivalent combination of education and experience.
- MS Office/PC skills required.
- Certified Accounts Payable Associates (CAPA) or Certified Accounts Payable Professional (CAPP) preferred.
Job Type: Full-time
Pay: $25.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Disability insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Profit sharing
- Tuition reimbursement
- Vision insurance
Experience level:
Schedule:
Supplemental pay types:
Application Question(s):
- Do you have experience with ERP? If so, what platform, if not, what accounting software are you proficient in?
- How many years of experience do you have with banking, treasury management or wire transfers?
- How many invoices do you process on a weekly basis?
- Do you have experience with multi state sales and use tax filing?
Experience:
- Accounts payable: 2 years (Required)
Ability to Relocate:
- Reston, VA 20190: Relocate before starting work (Required)
Work Location: In person