Accounts Payable :
Oversee the accurate and timely processing of vendor invoices, ensuring proper coding and authorization in compliance with company policies.
Perform 3-way matching (purchase order, receipt, and invoice) to ensure the accuracy of payments.
Support review and approval of employee expense reports, ensuring compliance with company policies and tax regulations.
Support recurring tasks around the Corporate Credit Card and Pcard program
Ensure proper accruals and accounting entries are recorded for unpaid invoices at month-end.
SOX Compliance :
Assist with the documentation, testing, and evaluation of internal controls within the accounts payable process as part of the Sarbanes-Oxley (SOX) compliance efforts.
Ensure all AP processes comply with internal control standards, providing support during annual SOX testing and addressing any identified control weaknesses.
Collaborate with internal audit and external auditors to provide relevant documentation and resolve audit findings related to AP processes.
Audit Support :
Support external auditors by preparing schedules and reports for the periodic audits.
Provide auditors with necessary documentation and explanations to substantiate AP balances, payments, and vendor-related records.
Coordinate with external auditors during year-end audit and assist with resolving any issues related to accounts payable transactions.
Vendor Management :
Maintain and update the vendor master database, ensuring accuracy of contact information, payment terms, and tax information (e.g., W-9/W-8).
Review vendor statements, resolve discrepancies, and ensure that payments are made within agreed-upon terms.
Respond to vendor inquiries regarding payment status or discrepancies, working towards prompt resolution.
Lean Process Improvement :
Actively participate in process improvement initiatives, identifying opportunities to streamline AP workflows and reduce manual effort.
Apply lean principles to enhance efficiency in the accounts payable process, such as automating invoice processing or improving communication with vendors.
Work closely with cross-functional teams to promote a culture of continuous improvement within the finance department.
Financial Reporting & Analysis :
Assist with the preparation of AP-related financial reports, including accounts payable aging, cash flow forecasts, and month-end accruals.
Analyze AP aging reports and identify overdue payments or discrepancies, working with relevant stakeholders to resolve.
Provide support in cash management by forecasting cash needs and assisting with vendor payment scheduling.
Compliance & Risk Management :
Ensure compliance with tax regulations, including sales tax, withholding tax, and 1099 reporting.
Monitor and enforce adherence to company policies, including payment authorization procedures and spending limits.
Assist with regulatory compliance, ensuring the company remains in good standing with local, state, and federal tax authorities.
Month-End & Year-End Close Support :
Assist in preparing and reviewing AP-related journal entries during the month-end and year-end close process.
Help reconcile AP accounts, ensuring accurate balances are reported in financial statements.
Review and resolve any discrepancies or reconciling items between sub-ledgers and the general ledger.
Cross-Departmental Collaboration :
Work closely with procurement, treasury, and finance teams to ensure alignment and accuracy in AP processing and reporting.
Provide guidance on payment terms, contract terms, and other financial issues that may affect accounts payable.
Perform other Finance/AP related duties as needed.
