Accounts Payable Specialist

About Us:  

About Us: 

About Us

The companies within the Public Safety Brands are innovative technology leaders, delivering groundbreaking digital systems tailored for frontline professionals who rely on speed, accuracy, easy-to-access data, and transparency in their work. Immerse yourself in our vibrant culture. At Public Safety Brands, we don't just offer jobs; we offer a culture where you can thrive. We foster a purpose-driven environment that values ethical practices and teamwork. Our commitment to transparency and trust-building creates a supportive and inclusive atmosphere for growth and innovation. We wholeheartedly embrace diversity, promoting inclusive harmony. We value work-life balance and celebrate employees' contributions within a recognition-driven culture. Join us at Public Safety Brands for a fulfilling experience where positive impact and collaboration shape a brighter future

The companies within the Public Safety Brands are innovative technology leaders, delivering groundbreaking digital systems tailored for frontline professionals who rely on speed, accuracy, easy-to-access data, and transparency in their work. Immerse yourself in our vibrant culture. At Public Safety Brands, we don't just offer jobs; we offer a culture where you can thrive. We foster a purpose-driven environment that values ethical practices and teamwork. Our commitment to transparency and trust-building creates a supportive and inclusive atmosphere for growth and innovation. We wholeheartedly embrace diversity, promoting inclusive harmony. We value work-life balance and celebrate employees' contributions within a recognition-driven culture. Join us at Public Safety Brands for a fulfilling experience where positive impact and collaboration shape a brighter future

- Position Summary

The Accounts Payable Specialist will be responsible for managing the company's outgoing procure-to-pay process in an accurate and timely manner. Maintain financial records, process invoices, and ensure that vendors are paid promptly.  The Accounts Payable Specialist will work closely with other departments to reconcile accounts, resolve discrepancies, and streamline payment processes. are essential for success in this role.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

●        Responsible for the Company’s procure-to-pay process.

●        Invoice entry – ensure invoices are accurate per purchasing documents.

●        Payment processing – prepare weekly payment batches accurately and timely and ensuring all payments are in accordance with purchasing policies and procedures.

●        Maintain schedules to track and ensure weekly that vendors are paid on time.

●        Reconcile and review AP aging weekly, including follow-up to close any open AP invoices that are over a month old.

●        Maintain organized AP documentation and support records/files.

●        Assist managers in timely, accurate, and appropriate approval of Purchase Orders in accordance with Company policy. 

●        Responsible for processing purchase orders (POs), including confirming all approvals needed are obtained, and maintain PO records.

●        Prepare other transactions posted through the AP sub-ledger.

●        Monitor our accounts payable (AP) three-way match process to ensure the appropriateness of vendor invoices before processing payments, which includes reviewing transactions for appropriate GL and Department classification.

●        Ensure the AP vendor master information is up to date.

●        Review and submit vendor statement reconciliations for approval monthly; resolve vendor issues on an ongoing basis.

●        Maintains excellent professional relationships with vendors and internal customers and provides proactive customer service in assisting with inquiries regarding account status information and other requests.

●        Reconciles the AP ledger to ensure that all bills and payments are accounted for and properly posted.

●        Reconciles the AP Bank transactions daily.

●        Process Certify employee expense reports and ensure expenses are reimbursed in a timely manner.

●        Develop and maintain the accounts payable procedure manual.

●        Assist the accounting team in identifying potential bottlenecks or issues and recommend resolutions.

●        Assists Staff Accountant with period-end close procedures, including performing account reconciliations.

●        Assist Staff Accountant with external audit requests.

●        Assist Procurement Manager in contacting vendors to obtain necessary documents needed to process invoices and payments, such as W9s, payment/bank details or other items including updates to vendor information.

●       Assist with 1099 preparation and distribution at year-end.

●        Assist with special projects as assigned.

●       Other duties as needed.

- Minimum Qualifications (Knowledge, Skills, and Abilities)

●        Associate’s degree in related field or High School diploma or general education degree (GED) with a minimum of two years related accounting experience is required.   

●        Bachelor’s degree is a plus.

●        Minimum 2 years of accounts payable and analysis experience is required.

●        Experience with ERP (NetSuite, JD Edwards, etc.) experience is required.

●        Stampli (or other AI powered AP system) and Certify experience a plus.

●        Proficiency in Microsoft Windows environment, basic Internet and email is required.

●        Must have basic MS Excel skills (create and modify spreadsheets).

●        Excellent analytical, oral and written communication skills are required for frequent interaction with financial and non-financial management.

●        Ability to enter data accurately and good mathematical skills are essential.

●        Superb attention to detail, strong planning and organization skills, and the ability to multi-task, prioritize and deliver in a fast-paced, dynamic environment.

●        Self-starter with a business focus and an entrepreneurial spirit.

●        Excellent work ethic and dependability.

●        Aptitude to learn new technology and systems.

●        Must be able to work both independently and in a team environment.

●        Customer service-centric with a concern for quality and deadlines.

●        Ability to work within multiple entities using different GL and Department coding, if applicable.

●        Must be able to work beyond standard work hours as well as work overtime due to demand.  This would include, but not limited to audit season and month end close, etc.

Physical Demands and Work Environment

The physical demands described here must be met by an employee to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. This role requires the employee to have the ability to maintain a stationary and upright position regularly. Regular movement within the office is required to access file cabinets, office machinery, and other resources. This role involves the continuous operation of a computer and other office productivity machinery, and tools, including a printer, and computer. Regularly, the employee changes their body position to assist in moving objects or gaining access to items. The capacity to convey information and concepts effectively for mutual understanding must be possessed by the employee. They must also possess the capability to share precise details during such interactions. Specific vision capabilities, particularly the ability to observe details at close range (within a few feet of the observer), are essential for performing tasks accurately. This role involves the occasional transportation of boxes weighing up to 10 pounds throughout the office to fulfill diverse demands.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.