The Accounts Payable Specialist is primarily responsible for managing GFP’s accounts payable processes, ensuring accurate and timely processing of vendor invoices, payments, reconciliations, and financial records. This role also provides payroll support by assisting with weekly payroll processing, maintaining payroll records, and ensuring compliance with applicable regulations. The position plays a critical role in maintaining strong vendor relationships, supporting financial controls, and contributing to the overall effectiveness of the Finance Department
Accounts Payable Responsibilities (Approximately 80%)
-
Receive, review, code, and process vendor invoices accurately and in a timely manner.
- Match invoices to purchase orders, receiving documents, and supporting approvals.
- Prepare and process vendor payments via check, ACH, wire transfer, and other approved payment methods.
- Reconcile vendor statements and proactively investigate and resolve invoice or payment discrepancies.
- Maintain accurate vendor records, including W-9 forms, banking information, and contact details.
- Establish and maintain positive working relationships with vendors and internal stakeholders.
- Monitor accounts payable aging and ensure timely payment of obligations.
- Assist with month-end and year-end closing activities, including accruals and account reconciliations.
- Support annual audits by providing requested accounts payable documentation and reports.
- Maintain organized electronic and physical records in accordance with company policies.
- Assist with implementation and continuous improvement of accounts payable processes and internal controls.
- Prepare and distribute 1099 forms and related reporting as required.
- Analyze spending trends and assist management with accounts payable reporting and cash flow planning.
Payroll Responsibilities (Approximately 20%)
-
Assist with weekly payroll processing through the company's payroll provider.
- Review employee timesheets, attendance records, and payroll input data for accuracy and completeness.
- Maintain employee payroll records, including wage changes, deductions, direct deposit information, and tax elections.
- Verify payroll deductions, garnishments, benefits, and other withholdings.
- Assist in preparing payroll-related reports and supporting year-end payroll activities.
- Respond to routine employee payroll inquiries and escalate complex issues as needed.
- Support compliance with federal, state, and local payroll regulations.
- Assist with payroll account reconciliations and payroll-related audits.
Additional Responsibilities
-
Reconcile accounts payable and payroll-related general ledger accounts.
- Assist with financial reporting and audit preparation.
- Maintain strict confidentiality of employee, payroll, and financial information.
- Support other accounting, finance, and administrative functions as assigned.
- Participate in process improvement initiatives and cross-functional projects.
