Accounts Payable Specialist

DISCOVERY PLACE INC•Charlotte, NC

25d•Onsite

About The Position

At Discovery Place, a 501(c)(3) nonprofit organization, we fuel your passion for science and the natural world by delivering awe-inspiring exhibits and educational programs. Our immersive experiences captivate, challenge, and empower audiences of all ages, sparking a spirit of discovery and lifelong learning. We hope to forge a future where science catalyzes, creating boundless opportunities, fostering hope, solving complex problems and driving positive change across the globe. Summary: The Accounts Payable Specialist is responsible for ensuring that all expenses incurred by Discovery Place are properly recorded and paid according to vendor invoice terms. The duties also include monthly closing processes and account reconciliations.

Requirements

Bachelor's degree in accounting is preferred in addition to 2-4 years of related work experience in accounts payable or general accounting.
Accounting experience and a bachelor’s degree in another field may be substituted for an accounting degree.
The Accounts Payable Specialist must be proficient in accounting, possess analytical and problem-solving skills to analyze information, research, and resolve issues in a timely manner.
Accuracy and attention to detail are essential.
The individual must have the ability to handle confidential financial information in a professional manner.
The individual must be highly motivated and a self-starter.
They must be able to work well independently and collaboratively in a team setting.
They must be well organized, efficient, and flexible to complete work in a timely manner, meet deadlines, and successfully manage the changing workload and competing demands.
Oral and written communication skills are a must.
The individual must be able to communicate in a clear and concise manner.
Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
The individual must be emotionally grounded and able to manage difficult or emotional situations and respond promptly to customer (both internal and external) needs for service and assistance.
Ability to calculate figures and amounts
Ability to comprehend and execute instructions furnished in written, oral, or diagram form.
Ability to handle problems involving several concrete variables in standardized situations.
Proficiency with Microsoft Excel and NetSuite ERP systems (or similar accounting software).
The individual should also have solid general computer skills.

Responsibilities

Invoice Management Review, verify, and process vendor invoices for accuracy and proper authorization.
Match invoices to purchase orders and resolve discrepancies promptly.
Enter invoice data into the accounting system for payment processing.
Create bi-weekly Accounts Payable Approval Request Purchase Orders – three-way matching and periodic cleanup of expired purchase orders
Payment Processing Prepare and process electronic payments (ACH, wire transfers) and checks.
Monitor payment schedules to ensure timely disbursements and avoid late fees.
Address payment inquiries from vendors and internal stakeholders.
Reconciliation and Reporting Reconcile vendor statements and resolve outstanding balances or discrepancies.
Assist in month-end and year-end closing by reconciling accounts payable records.
Generate and maintain accounts payable aging reports and payment activity summaries.
Vendor and Internal Communication Verify vendor accounts including bank information, W-9s, Certificates of Insurance Serve as the primary contact for vendor inquiries regarding payments and account status.
Follow up on outstanding invoices.
Build and maintain positive relationships with vendors and internal teams.
Compliance and Documentation Maintain organized and accurate records of invoices, payments, and correspondence.
Ensure compliance with Discovery Place policies, financial regulations, and tax requirements (e.g., 1099 reporting).
Support internal and external audits by providing requested documentation and information.
Process Improvement Identify opportunities to improve accounts payable processes and implement best practices.
Utilize AP automation tools to enhance efficiency and accuracy.
Stay updated on industry trends and new technologies in accounts payable management.
Month-end Close Month-end journal entries: account transfers, accrual for accounts payable and IMAX royalties, prepare sales tax returns (payable and receivable), allocate company vehicle mileage, and balance sheet account reconciliations.
Record FSA account funding Maintain and reconcile the accounts payable ledger Other projects as assigned (deadline provided at time of project assignment)