AP Staff Accountant

SUMMARY
The AP Staff Accountant is responsible for all accounts payable functions, including check writing
and purchase order processing. In addition, this position is responsible for the organized and efficient
processing of all vendor invoices and employee reimbursements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Timely input of vendor invoices, employee reimbursements and ACH transactions.
Review invoice packet per checklists to ensure all documentation and approvals have been obtained
and are documented. Review check requests ensuring all appropriate approvals and documentation
have been received.
Sort and match invoices and check requests
Select invoices for payment according to policy and procedure
Process check requests ensuring all appropriate approvals have been received.
Process voucher payments daily/weekly and review cash flow with supervisors.
Process all employee reimbursements per FAR regulations, verifying that receipts are in order,
approvals obtained
Prepare and process accounts payable checks, wire transfers and ACH payments
Reconciliation of payments
Prepare analysis and reconciliation of accounts
Monitor accounts to ensure payments are up to date
Resolve invoice discrepancies
Maintain vendor files
Correspond with vendors and respond to inquiries
Produce monthly reports
Assist in month end closing
Open accounts payable mail, respond to accounts payable e-mail inquiries and phone calls in a timely
manner
Reconcile the accounts payable aging to the general ledger balance monthly
Prepare year-end audit reports as requested
Communicate with co-workers, management, clients, franchisees, and others in a courteous and
professional manner
Conform with and abide by all regulations, policies, work procedures, and instructions.
Conform to all safety rules and use all appropriate safety equipment
Prepare check packets by compiling copies of vouchers from vendor files

Other duties as assigned
May require more than 40 hours per week

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.

EDUCATION and/or EXPERIENCE
Bachelor’s degree in Accounting or equivalent experience required with a minimum of three years of
experience with primary responsibility for the Accounts Payable function. Experience working with
accounts payable in the Deltek Cost Point system. Excellent organizational, interpersonal and
communication skills; Proven ability to handle numerous details with appropriate follow up and
reporting activities
Must demonstrate a friendly and cooperative attitude with vendors and fellow staff, Knowledge of
accounting practices and principles.

COMMUNICATION SKILLS
Must have the ability to respond to common inquiries or complaints from customers. Ability to write
reports and business correspondence. Must have the ability to effectively present information and
respond to questions from groups of managers, customers, state and federal agencies and the general
public.

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discount interest, weights, commissions, proportions,
percentages, area, circumference, and volume.

REASONING ABILITY
Must be able to read, analyze, and interpret contracts, technical procedures, or governmental
regulations. Ability to define problems, collect data, establish facts, and draw valid conclusions. .
Must be able to interpret an extensive variety of instructions and deal with several abstract and concrete variables. Must have strong strategic and analytical skills and sound business judgment.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions. The employee is frequently
required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, and talk
or hear. The employee is frequently required to climb or balance, stoop, kneel, or crouch. The
employee may frequently be required to lift more than 25 pounds. The employee must have close
vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions. The employee will work
in an office environment. Some travel to project locations may be required as well as some evening,
weekend and holiday hours.