Accounts Payable Specialist

This is an administrative professional, non-exempt position in which the specialist handles all accounts payable transactions for the AIA by entering into the system, assuring proper authorization, timely payment and organizing/maintaining vendor files.

Job Duties:

Manage Full AP Cycle via ReQlogic

• Clear voucher queue by reviewing each ReQlogic document for accuracy in GL coding and supporting documents.
• Quality assurance of each ReQlogic submission for proper invoice number, invoice date and dollar amount requested for payment.

• Scrutinize ReQlogic document to prevent duplicate submissions and payments.
• Approve or reject when necessary, ReQlogic documents for import in Dynamics SL.
• Serve as point of contact for both internal and external vendors with regards to question involving AP and status of invoices submitted.
• Review Dynamics SL batches for accuracy prior to release and post.
• Update SL batches to ensure accurate period to post.
• Release batches in AP module.
• As directed by the Manager, Accounting, gradually assume the responsibility of reviewing and approving expense reimbursements inAIA’s travel management system.
• Box vouchers for off-site storage. Maintain current year plus prior year on-site.
• Perform all vouchering functions for 1735 LLC
• Review all ReQlogic documents to determine if self-assessment of sales and use tax is required, if required make necessary changes to SL batch to include assessed tax.

Payments

• Process/print checks weekly, and manual checks as needed, for both AIA and 1735 LLC.
• Prepare for Chief of Staff all checks with require second signature to include all invoicing and back up documentation.

• Deliver requested checks to staff and prepare remaining checks for mailing.
• Void and reissue checks as needed.
• Update both internal and external customers regarding status of outstanding checks with dates older than 60 days to prevent stale dating.  Research and void checks older than 120 days which have stale dated.
• Manually input monthly checks written by Informa into Dynamics SL
• Maintain vendor integrity for vendors which are paid by wire transfer, by manual entry into SL all payments made externally.
• Responsible for uploading Image Positive Pay file to M&T Bank post each check run.
• Responsible for uploading SOL AP file to M&T Bank for all ACH payments remitted to vendors.
• Issues stop payment request to M&T Bank and re-issue any necessary payments.

1099 Processing

• Monitor vendor payments for 1099 status.
• At YE, run schedule of vendors receiving a 1099; submit to Manager, Accounting for review and/or corrections as needed.
• Process 1099s; submit finished package to Manager, Accounting for final review and signature.
• Request new or updated W-9 form (taxpayer identification number and certification) for all vendors and casual labor. Maintain forms in a file and keep current.
• Review and revise file if necessary to meet IRS standard formatting for electronic submission
• Upload file to IRS via Fire System for 1099 electronic Submission
• Monitor system to ensure file acceptance and release prior to IRS deadline.

Vendor Management

• Maintain vendor master file in Dynamics SL to include creating new vendors as needed and assign proper vendor ID.
• Maintain vendor database for accurate address and banking information for electronic payments.
• Handle vendor inquiries regarding payment status, or other AP items.
• Maintain integrity of vendor database by reducing the number of repetitive vendors and making outdated vendors inactive.

Reports

• At month end, run reports to ensure AP module balances with General Ledger; reconcile and correct, if needed. 
• Provide Aged AP schedule and GL detail monthly to Manager, Accounting.
• Maintain month end reports and make available upon request to outside auditors for current and prior year at all times.

Other

• Perform other duties, as assigned.
• Prepare reclass entry of postage to be allocated across departments.
• Disburse and reconcile petty cash.

Frequent contacts:

Other members of the Accounting team        

AIA employees

Outside Vendors