POSITION: Accounts Payable/Member Relations Specialist
Position reports to: Business Manager
Employment Classification: Regular; Full-time; Non-exempt
Location: Aberdeen, SD
Position Summary:
The Accounts Payable/Member Relations Specialist position is a member of the administrative team and shares responsibility for providing professional, friendly, and responsive service to members by answering incoming calls, assisting walk-in members, and providing support and backup to other team members. All team members are expected to work collaboratively, communicate effectively, cross-train in key areas, and take ownership of member needs.
The primary responsibilities of this position include processing invoices, maintaining accurate vendor records, preparing and processing payments, assisting with purchase orders and related documentation, and ensuring invoices and payments are properly reviewed, approved, recorded, and processed in a timely manner. The position also provides backup support for reception and accounts receivable functions as needed and assists with other administrative duties to support the overall operations of the office. This is an hourly full-time position with full benefits and reports to the Business Manager.
Responsibilities & Duties:
· Process vendor invoices accurately and timely, including verifying invoices against purchase orders, receiving records, and applicable approvals.
· Enter invoices, payments, and related transactions into the accounting system.
· Prepare accounts payable checks, ACH payments, or other authorized payment methods.
· Maintain accurate vendor records, including contact information and payment details.
· Respond to vendor inquiries regarding invoices, payment status, account balances, and other A/P-related matters.
· Research and resolve invoice discrepancies, including pricing, quantities, duplicate invoices, missing documentation, and coding issues.
· Ensure appropriate documentation and approvals are obtained prior to payment.
· Maintain organized electronic and/or physical accounts payable records.
· Reconcile vendor statements and investigate outstanding or disputed items.
· Monitor accounts payable aging and ensure invoices are processed within established payment terms.
· Assist with month-end and year-end accounts payable procedures and reporting.
· Review and maintain appropriate general ledger coding for invoices and expenses.
· Process recurring invoices and other routine payments according to established procedures.
· Assist with purchase order processes, including submitting purchase orders for all departments.
· Answer incoming telephone calls and assist members in a professional, courteous, and timely manner.
· Greet and assist walk-in members and provide appropriate assistance or direction based on their needs.
· Take ownership of member questions and requests and make every reasonable effort to resolve issues.
· Provide support for functions related to member services, including timely processing and follow-up as needed.
· Provide backup support for reception and accounts receivable functions when needed, including during employee absences, breaks, busy periods, or other times of increased workload.
· Develop a working knowledge of other team members’ primary responsibilities to provide effective backup and minimize interruptions to member service.
· Work collaboratively with other Member Relations team members to ensure consistent and seamless service to members.
· Communicate member issues, requests, and follow-up needs to the appropriate team member and ensure they are not overlooked.
· Maintain a professional, helpful, and member-focused attitude in all interactions.
· Assist with general office functions and administrative duties as needed.
Skills, Knowledge & Abilities:
· High level of accuracy and attention to detail in completing tasks.
· Excellent communication skills, both written and oral.
· Strong interpersonal skills and the ability to work effectively with members, vendors, and colleagues.
· Proficient computer skills, including the ability to learn and effectively use accounting software, Microsoft Office, and electronic record-keeping systems.
· Ability to maintain confidentiality and exercise sound judgment when handling financial and member information.
· Ability to organize and prioritize multiple tasks while meeting established deadlines.
· Ability to work independently while also contributing effectively as a member of a team.
· Ability to perform essential job functions in a normal office environment, including occasional lifting of up to 15 pounds.
Qualifications:
· Education: High school diploma or equivalent required. Additional education or coursework in accounting, business, or a related field is preferred.
· Experience: Prior experience in Accounts Payable, accounting, bookkeeping, or a related field is preferred. Experience working in a customer service or member-facing role is a plus.
· Technical: Experience with accounting software, Microsoft Office, or similar business software is preferred.
· Other: Ability to learn and apply established procedures, maintain accurate records, meet deadlines, and work effectively with members, vendors, and colleagues.
Miscellaneous:
- Normal work hours are Monday through Friday, 8:00am to 4:30pm.
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
- WEB Water Development Association, Inc. is an equal opportunity employer. We do not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other protected status under applicable law.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
