Accounts Payable Supervisor

ADMAR SUPPLY CO INC•Town of Henrietta, NY

About The Position

Description Reports to: Chief Financial Officer Primary Purpose: Process and maintain accounts payable records as required by Company and oversee accounts payable specialists. Essential Functions include the following. Maintain Vendor Database for accurate payment information including W-9s for 1099 reporting. Prepare 1099s yearly Liaison between Purchasers and vendors to resolve invoice discrepancies and timely payments. Oversee and guide accounts payable specialists in daily duties. Work with accounts payable specialists in development of skills and career goals On a daily basis receive, match and file packing slips, PO’s and invoices. Process invoices for payment insuring quantity, prices, and part numbers/descriptions are accurate. Enter Invoices into database. Reviews and reconciles largest equipment vendors (Kubota, Polaris, American Honda & Northeast Stihl) Process weekly check run including miscellaneous checks issued wires and ACH payments. Process Positive Pay and upload to bank Enters credit card payments and employee expense reimbursements. Processes recurring payments (rent, insurance, shared service). Review A/P Accrual Report resolving issues by balancing vendor statements, determining when double receipt for accurate inventory database. Balance Accounts Payable GL to AP Aging. Reviews AP aging for timely vendor payments and resolution of aged balances. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Requirements

Associates degree and 2-5 years’ experience working in A/P department required.
Experience working in an industrial or sales company desired, knowledge of equipment rental business helpful.
Basic knowledge of Microsoft Excel required.
Should have the ability to read and understand written directions and procedures.
Needs the ability to respond to common inquiries or complaints from vendors as well as effectively communicate with managers and other employees.
Ability to add, subtract, multiply and divide and work with common fractions and decimals to figure items such as discounts.
Needs to have a basic understanding of Microsoft Excel and Word.
Ability to define problems, collect data, and establish facts.
Ability to interpret and follow instructions, solve problems involving concrete variables within well-defined situations.
While performing the duties of this job the employee is regularly required to sit, hear, talk, stand, walk, use hands to finger, handle and feel.
The employee is occasionally required to use hands and arms to reach, lift and carry up to 15 lbs.
Specific vision requirements include close and distance vision, depth perception, peripheral vision and ability to distinguish colors.
Needs the ability to use word processing and spreadsheet software, able to multi task efficiently and have strong organizational skills.
Demonstrate strong interpersonal skills when dealing with vendors and internal customers.

Nice To Haves

Experience working in an industrial or sales company desired, knowledge of equipment rental business helpful.

Responsibilities

Maintain Vendor Database for accurate payment information including W-9s for 1099 reporting.
Prepare 1099s yearly
Liaison between Purchasers and vendors to resolve invoice discrepancies and timely payments.
Oversee and guide accounts payable specialists in daily duties.
Work with accounts payable specialists in development of skills and career goals
On a daily basis receive, match and file packing slips, PO’s and invoices.
Process invoices for payment insuring quantity, prices, and part numbers/descriptions are accurate.
Enter Invoices into database.
Reviews and reconciles largest equipment vendors (Kubota, Polaris, American Honda & Northeast Stihl)
Process weekly check run including miscellaneous checks issued wires and ACH payments.
Process Positive Pay and upload to bank
Enters credit card payments and employee expense reimbursements.
Processes recurring payments (rent, insurance, shared service).
Review A/P Accrual Report resolving issues by balancing vendor statements, determining when double receipt for accurate inventory database.
Balance Accounts Payable GL to AP Aging.
Reviews AP aging for timely vendor payments and resolution of aged balances.