Accounts Payable Specialist

Position: Accounts Payable Specialist
Reports to: CFO
Manages: Accounts Payable
Works closely with: CFO & Staff Accountant

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Position Summary

The Accounts Payable Specialist is responsible for managing all Accounts Payable, as well as other tasks to support the Chief Financial Officer.  The AP Specialist also oversees the job duties of the Accounts Payable Assistant.

Responsibilities:

  • Receive and process subcontract progress pay applications.
  • Review and process registered invoices.
  • Maintain record of all W-9’s and licensing of all subcontractors.
  • Issue 1099’s at the end of the year.
  • Maintain record of subcontractor insurance certificates.
  • Maintain Exhibit “F” for each subcontractor on each project, collect necessary lien releases, issue joint checks as necessary.
  • Cut all checks weekly and as needed upon payment from Owners.
  • Maintain retainage status and payment of subcontractors on all projects.
  • When required, process tax-exempt invoices for purchase orders and subcontractor’s vendors.
  • File sales tax returns with all necessary states each month/quarter as required.
  • Deposit all incoming checks and distribute an Open Payables report to appropriate Project Manager.
  • When required, make copies of invoices to send with bill to Owner
  • Run weekly job cost reports and monthly open Payables reports on all projects.
  • Process year-end tax reports with all active cities/counties/states.

Essential Skills & Experience:

  • Strong computer skills including proficiency using Excel and Word.
  • Must be able to work independently, meet deadlines and prioritize (time management) as well as be a self-starter
  • Must be able to communicate effectively (both verbally and written)
  • Must be detail oriented
  • Must have organizational skills
  • Must have knowledge of general office management practices and procedures (business letters, standard format of typed material and filing systems)
  • Must display fair judgment and tact

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

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