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AP Specialist
16650 Halfway Boulevard, Hagerstown MD 21740. Hagerstown, MD 21740 US
Job Description
In accordance with the DOT’s FRA and FTA programs, substance screening program tests pre-employment candidates and current employees, as required for safety-sensitive positions
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The Accounts Payable Specialist will maintain current accounts and assist in payment functions. The job also includes analysis of invoices to assign payments to the proper cost centers or projects, working with vendors to resolve past due invoices and reconcile monthly statements with vendors, supporting other departments as applicable.
Supervisory Responsibilities:
- None.
Duties/Responsibilities:
- Review and maintain Accounts Payable inbox for incoming invoices from suppliers daily.
- Match purchase orders, receiving documents and invoices to ensure accuracy of supplier invoices & supporting documentation received.
- Process accounts payable transactions (invoices, credit memos and debit memos) in SAP accurately and efficiently, in a timely manner, as per documentation received and obtain approval prior to payment.
- Responsible for the accuracy and completeness of G/L Account, Cost Center and WBS coding of A/P Vouchers, within company guidelines.
- Assists with payment issuance, e.g., pulls invoices for payment and verifies accuracy of invoices selected for payment.
- Reconciles monthly statements from vendors and handles any discrepancies.
- Reconciles purchase order positions/lines for each vendor.
- Assists in monthly closing and supports Finance function during internal and external Audits (in accordance with applicable Company guidelines).
- Maintain vendor files and communicate with vendors regarding payment inquiries.
- Contact Key Vendors on a regular basis to reconcile their accounts and ensure that all invoices have been received and payments applied correctly.
- Maintain and update AP Reports on a weekly basis.
- Communicate with the Procurement & Supply Chain Functions the status of all Key Vendor accounts and support resolving any issues regarding payment status.
- Prepare a complete and accurate list of Accruals for month-end closing.
- Maintain complete and organized records and files including all paid and unpaid AP Vouchers
- Respond to all requests and communications in a timely manner.
- Adhere to all organizational policies & procedures.
- Performs other duties as assigned by manager or designee.
Required Skills/Abilities:
- Strong attention to detail, ability to work in a fast-paced environment.
- SAP or similar MRP / ERP Experience.
- Microsoft Excel for reconciliations/data analysis and Outlook for email correspondence.
- Ability to work independently.
- Maintain a positive, professional working relationship and communicates well (both verbal and written) with outside vendors and co-workers.
- Work as part of a team and assists and supports other members of Operations and Accounting
Education and Experience:
- Bachelor’s degree in Accounting, Finance, or related field preferred, but not required
- Minimum of 2 to 3 years experience in an A/P role. Training available.
- Industrial / Manufacturing background experience a plus
This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements.
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