Sr. AP Specialist

PBS•Arlington, VA

73d

About The Position

The Senior Accounts Payable (AP) Specialist is responsible for the day-to-day activities involved with the processing of accounts payable including review of invoices and related account coding. Essential duties include, but are not limited to: Complete data entry of vendor invoices and check requests as assigned, with responsibilities including but not limited to: Review invoices and check requests for proper approval in accordance with PBS’s Delegation of Authority. Ensure that 1099 reportable amounts are accurately reflected in the accounting system. Ensure that appropriate vendor receives payment (i.e., individual vs. company). Ensure that vendor invoice is complete and accurate (i.e., not a quote or statement). Ensure that contract payments are supported with a copy of the executed agreement, including payment schedule, and other supporting documentation as needed Ensure that payments and supporting documentation are properly filed. Reconcile vendor statements to AP records ensuring all items are properly accounted for Process purchase order (PO) invoices by performing assigned tasks, including but not limited to: Review completed purchase orders and ensure that supporting documentation is adequate and in compliance with PBS requirements. Follow up with appropriate personnel for incomplete POs regarding receipt, documentation, sales tax, etc. Ensure that approvals are in compliance with Delegation of Authority. Ensure that payments accurately account for all considerations, such as sales tax and freight. Work with Administration department to resolve any issues surrounding receipt of goods/services for POs and/or processing of POs. Serve as the primary lead for entry of wire transfer payments; serve as backup for organization check/Paymode (ACH) payments when required. Audit employee expense reimbursement requests including, but not limited to: Review expense reports for completeness including receipts and proper approval. Review expenses to ensure compliance with company’s Travel & Expense policy; follow up with employees regarding any discrepancies. Respond to internal and external inquiries regarding status of invoices and employee expense reports in a timely and professional manner. Provide excellent customer service to internal PBS employees and external vendors Oversee AP email and respond courteously and expeditiously to external vendors and internal inquiries Provide training to ERP user community Participate in the vendor set-up process, including, but not limited to: TIN verification, W9 review, and requesting new documentation for vendor contact changes. Perform other duties as assigned.

Requirements

3 years’ work experience performing accounts payable processing, which includes performing responsibilities that involve processing of purchase orders, 1099s, and travel and expense reimbursements.
Associate degree in Accounting or Business Administration, or equivalent combination of education and work experience required.
Demonstrated attention to detail in performance of tasks, with ability to identify errors and/or missing information prior to processing invoices or expense reports.
Ability to effectively handle high volume with strong attention to detail, outstanding numerical accuracy, and meticulous follow-through.
Working knowledge of general accounting principles.
Strong research, analytical and problem-solving skills.
Excellent time management and organizational skills.
Demonstrated ability to work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and overlapping deadlines.
Flexible, diplomatic and experience working with all levels of the organization, as well as external stakeholders.
Consistently demonstrates respect for inclusion, diversity, and ethics.
Excellent communication (written and verbal), organizational and interpersonal skills are essential.
Proficient in Microsoft Office applications.

Nice To Haves

Microsoft D365 experience a plus.

Responsibilities

Complete data entry of vendor invoices and check requests as assigned.
Review invoices and check requests for proper approval in accordance with PBS’s Delegation of Authority.
Ensure that 1099 reportable amounts are accurately reflected in the accounting system.
Ensure that appropriate vendor receives payment (i.e., individual vs. company).
Ensure that vendor invoice is complete and accurate (i.e., not a quote or statement).
Ensure that contract payments are supported with a copy of the executed agreement, including payment schedule, and other supporting documentation as needed.
Ensure that payments and supporting documentation are properly filed.
Reconcile vendor statements to AP records ensuring all items are properly accounted for.
Process purchase order (PO) invoices by performing assigned tasks.
Review completed purchase orders and ensure that supporting documentation is adequate and in compliance with PBS requirements.
Follow up with appropriate personnel for incomplete POs regarding receipt, documentation, sales tax, etc.
Ensure that approvals are in compliance with Delegation of Authority.
Ensure that payments accurately account for all considerations, such as sales tax and freight.
Work with Administration department to resolve any issues surrounding receipt of goods/services for POs and/or processing of POs.
Serve as the primary lead for entry of wire transfer payments; serve as backup for organization check/Paymode (ACH) payments when required.
Audit employee expense reimbursement requests.
Review expense reports for completeness including receipts and proper approval.
Review expenses to ensure compliance with company’s Travel & Expense policy; follow up with employees regarding any discrepancies.
Respond to internal and external inquiries regarding status of invoices and employee expense reports in a timely and professional manner.
Provide excellent customer service to internal PBS employees and external vendors.
Oversee AP email and respond courteously and expeditiously to external vendors and internal inquiries.
Provide training to ERP user community.
Participate in the vendor set-up process, including TIN verification, W9 review, and requesting new documentation for vendor contact changes.
Perform other duties as assigned.