24 Hour Fitness, INC. AP Specialist in Carlsbad, California
LOCATION 1265 Laurel Tree Lane Suite 200 Carlsbad CA 92011
The Accounts Payable Specialist provides end-to-end accounts payable operational support for vendor master and invoice processing including auditing, data entry, research and issue resolution of exceptions to ensure timely payments. The Accounts Payable Specialist position performs a variety of routine duties of an accounting nature requiring initiative, good judgment, and a general understanding of basic accounting principles.
ESSENTIAL DUTIES & RESPONSIBILTIES Estimated % of Time Spent
- Accounts Payable Transactions and Compliance
Ensures compliance related to vendor set up, invoices and disbursements to ensure all areas are managed according to the company's Signing Authority Policy, Sarbanes Oxley (SOX), General Accepted Accounting Principles (GAAP), W-9, 1099 guidelines and all relevant regulations, laws and reporting requirements.
Process vendor set up and changes in accordance with company and department policies and procedures.
Process a high volume of invoice images in an automated system.
Enter small number of data exceptions that are not recognized by Optical Character Recognition.
Process summary billing files for large volume vendors and utilities.
Verify invoices for legitimacy and accuracy with coding, purchase order, work order, approval and key invoice fields such as vendor, invoice number, date, sales/use tax and amount.
Match invoices to work orders and purchase orders and work with other departments on match exceptions to ensure timely resolution.
Research discrepancies in payable information such as invoices, statements, and/or documentation for the purpose of ensuring accurate and timely recording of company liabilities.
Scan and link invoices and vendor master support to ERP system.
Ensure liabilities are recorded for month end accounting procedures.
Serve back-up support for other Accounts Payable Specialists as needed. 70%
- Research and Special Projects
Research, analyze, and process policy and rule exceptions for accurate recording of company liabilities.
Complete other Accounts Payable projects, research, and responsibilities as assigned. 20%
- Customer Service and Collaboration
Express ideas for process improvements to increase flexibility, reduce costs and provide effective interaction with internal and external customers.
Provide strong customer service support to both internal and external customers via both written and verbal correspondence. 10%
This position must be able to communicate with all levels of the organization and with external customers. This position frequently works with the following departments: Accounting, Procurement, Tax, Facilities, Operations, and Club Operations. This position has no direct reports.
Knowledge, Skills & Abilities
Ability to navigate and process a high volume of invoices electronically from an image using workflows and business rules.
Ability to collaborate and contribute in a team environment and to the department's overall responsibilities.
Contribute to the team's effort by accomplishing related results and/or successfully completing tasks as assigned.
Ability to communicate professionally by email and verbally in a professional business environment.
Provides excellent customer service by responding promptly to requests and meets commitments.
Proficiency with Microsoft Office skills, including Word, Excel, and Outlook.
Experience processing accounts payable transactions.
Ability to resolve problems and meet deadlines.
Solid analytical and reconciliation skills.
Takes ownership and is proactive.
Ability to work in a face-paced environment, and a focus on continual process improvements.
Strong attention to detail and accuracy with high volume processing and proven research skills.
Minimum Educational Level/Certifications
- High School Diploma or equivalent G.E.D. (General Education Development).
Minimum Work Experience and Qualifications
- 3+ years of experience in a field requiring data entry, analytical and problem-solving skills.
Physical Demands/ Environmental Conditions
High volume data entry and computer related work, up to 7-8 hours per day.
Must be able to lift 10 pounds.
Normal day to day business operations including using a keyboard, walking, bending and reaching.
- Travel is not a requirement of this role.
Knowledge, Skills & Abilities
Knowledge of automated payment processing software, PeopleSoft.
Knowledge of accounts payable system processing functions, including various types of invoices such as manual, electronic, summary, purchase order and non-purchase order-based invoices and payments types such as checks, Automated Clearing House (ACH), wires, and credit cards.
Knowledge of customer payments and cash refunds.
Knowledge of banking disbursements.
Some college experience.
Accounts Payable Certifications.
Preferred Work Experience and Qualification
Experience working in the retail and fitness industry.
Experience working for a large multi-state organization.
FUNCTIONAL GROUP Finance and Accounting