Summary: Responsible for a range of general accounting tasks but will be primarily responsible for all accounting work associated with processing accounts payable, expense reporting, and any ad hoc projects to meet the company needs.
Essential Duties and Responsibilities:
Accounts Payable:
- Matches invoices to Purchase Orders and receiving documentation
- Verifies the accuracy between invoices and purchase orders/quotes
- Obtains approval for any discrepancy between the invoice and purchase orders/quotes
- Interacts with Cost Accounting, Purchasing Agent, Specialty Buyer, Project Managers, and Receiving personnel to resolve any issues
- If not PO related expenditure, determines and obtains approval for proper GL account coding.
- Enters invoices in A/P system
- Balances A/P batches entered in system
- Work with Cost Accounting on direct purchases for jobs
- Run A/P Aging in excel, note required payments based on terms, provide Aging/suggested payment to Controller for approval, pull all related invoices for review, prepares checks, submits check & support for signature
- Mail A/P checks
- Downloads Vendors invoices from Portals as needed (utilities), obtains approval for payment and makes payment on vendor portal. Records payment via Ach in AP
- Email ACH payments to vendors
- Logs AR Checks in Cash Spreadsheet on server
- Set up new vendors and verifies we have received their W-9 and Certificate of Insurance from sub-contractors
- Monthly analysis of vendor statements against our A/P system and resolves any discrepancies
- File A/P checks and invoices
- Company Credit Card payments; Assists in ensuring all required documents are on file and approved. Assists in summary of credit care paid expenses for month end.
- Maintains documentation folders for specific expenses: donations, capital purchases, prepaid expenses
- Miscellaneous A/P analysis spreadsheets as needed
- Answers the phone as needed
Other duties:
- Works on Special Projects as assigned
- All other duties as assigned