Accounts Payable Specialist

Calista Corporation•Anchorage, AK

49d•$22 - $28•Onsite

About The Position

As the Accounts Payable Specialist, you will work onsite in Anchorage, AK and will play a key role in ensuring the accuracy and efficiency of the company’s financial operations. You will be responsible for processing vendor invoices, reconciling statements, managing payments, and maintaining organized financial records. In addition to handling core accounts payable functions, the Specialist provides administrative and front-office support that helps keep daily operations running smoothly. This role requires someone who is detail-oriented, organized, and proactive, with a strong commitment to accuracy, timeliness, and exceptional internal and external customer service.

Requirements

General knowledge of accounts payable, bookkeeping, and accounting terminology, practices, and procedures.
Knowledge of standard office procedures, administrative practices, and electronic and paper recordkeeping systems.
Ability to operate standard office equipment, including multi-line telephone systems, copiers, scanners, and other equipment used in the performance of assigned duties.
Strong computer skills and technical aptitude, including proficiency with Microsoft Excel, Word, Outlook, shared server files, and other business applications.
Ability to review and interpret invoices, purchase orders, vendor statements, accounting codes, and supporting documentation for accuracy and completeness.
Ability to analyze and reconcile financial information, identify discrepancies, and coordinate resolution of issues in a timely manner.
Ability to accurately enter, maintain, and retrieve financial and administrative information within established systems, spreadsheets, and electronic records.
Strong organizational and time management skills with the ability to manage multiple priorities and interruptions, prioritize workload, meet established deadlines, and maintain a high level of accuracy and attention to detail.
Excellent written and verbal communication and interpersonal skills, with the ability to communicate professionally and tactfully with employees, vendors, visitors, and individuals at all organizational levels.
Ability to handle sensitive and confidential financial, employee, and Company information with discretion.
Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
Ability to work independently and collaboratively, exercise good judgment, follow established procedures, and resolve routine problems within assigned areas of responsibility.
High School Diploma or equivalent is required.
Three (3) years of administrative experience and one or more years of bookkeeping or accounts payable/receivable experience is required.
Ability to pass drug and background screening.

Nice To Haves

Work-related experience using Microsoft Office Suite (Excel, Word, Outlook) required.
Associate’s degree or higher in Accounting or Finance related field is preferred.
Experience using Deltek products such as Costpoint and Time & Expense is preferred.
Experience booking reservations for rural Alaska travel is preferred.
Work-related experience in the construction industry is preferred.

Responsibilities

Monitor and maintain the shared Accounts Payable email inbox, including organizing incoming invoices and correspondence and responding timely to requests and inquiries.
Assist with completing vendor credit applications.
Assist with vendor setup by obtaining required vendor information, W-9 forms, and other supporting documentation.
Review incoming vendor invoices for completeness and accuracy.
Match vendor invoices to applicable purchase orders and supporting documentation.
Coordinate with Procurement, Project Management, and other applicable staff to obtain or verify appropriate invoice coding and supporting information.
Scan and upload vendor invoices and required supporting documentation into OnBase.
Index and assign appropriate general ledger coding to vendor invoices in OnBase.
Review expenditures for proper application of the Company’s internal cost coding system.
Reconcile vendor statements with invoices received and contact vendors for invoice copies if needed.
Identify invoice discrepancies or missing information and coordinate with vendors and internal staff to resolve issues.
Reconcile vendor statements against invoices received and Company records.
Contact vendors to obtain missing invoices, credits, statements, or other documentation as needed.
Monitor vendor payment terms and invoice due dates to support timely payment and avoid late fees.
Communicate with vendors regarding invoice and payment status, discrepancies, or other accounts payable matters as needed.
Prepare weekly Accounts Payable check runs.
Prepare prepayment edit reports, electronic funds transfer (EFT) reports, audit check reports, and other required payment documentation.
Submit approved payment reports and supporting documentation to the corporate office for processing.
Maintain check copies and required supporting documentation for Company records.
Assist with month-end and year-end close processes as assigned.
Open, date stamp, distribute, and process incoming mail as needed.
Scan, log, and electronically file purchase orders and related documentation as needed.
Audit Accounts Payable paper and electronic files for completeness, accuracy, and proper documentation.
Book and maintain records of business travel and accommodation reservations for employees as needed.
Greet and announce visitors promptly in a professional and friendly manner.
Answer multi-line phones and direct calls appropriately in a professional and friendly manner.
Monitor the main Company voicemail and distribute or respond to messages as appropriate.
Monitor incoming faxes and distribute them to the appropriate individuals.
Coordinate incoming and outgoing inter-office paperwork and correspondence.
Enter and maintain information in Excel spreadsheets, Word documents, Smartsheet, and other business applications.
Maintain organized paper and electronic filing systems for multiple companies.
Scan, log, and electronically file documents within appropriate shared server files.
Support front-office staff with administrative and accounting-related tasks.
Provide administrative support to other positions within the Company as needed.
Work collaboratively with co-workers in a respectful and supportive manner.
Work in a constant state of alertness and in a safe manner.
Perform other duties as assigned.

Benefits

Competitive wages and bonus programs
Annual performance reviews with recommendations on training
Mentorship Program
Tuition reimbursement
Safety Gear Allowance: $350.00 in reimbursement annually
Health insurance through the Federal Employee Benefit Program (FEHB) with many plans to choose from with ridiculously low employee premiums.
FSA health care and/or dependent care/HSA with HDHP.
Dental and Vision Insurance.
Employee Assistance Program for you and your family.
Company paid Life Insurance, AD&D, LTD.
Voluntary paid Life Insurance and AD&D as well as STD, Accident, Cancer/Critical illness, and Whole Life Insurance.
Paid Sick Leave as outlined in the company handbook.
Paid time off
10 Regular Holidays, 1 Bonus – Work Anniversary “Floating” Holiday.
401(K) match at $0.50 on the dollar up to 6% of your contribution.