Full Cycle Accounts Payable Specialist

Prepares work to be accomplished by:

• Gathering, sorting, and date stamping facility vouchers and invoices.
• Maintains paperless systems and workflows by looking at the facility folders daily for invoices; Route invoices in appropriate folders daily

Prepares facility invoices for processing by:

• Reviewing accuracy of vouchers, invoices, dates, general ledger account, approvals, and amount owed.
• Enforcing out-of-state vendors use tax (known as sales tax).

Prepares facility utility invoices for payment by:

• Creating vouchers.

Updates vendor information by

• Entering new vendors into the system.
• Validating vendor ID and account number.
• Correcting accounting information as required.
• Requiring W-9 forms as necessary.

Records payment data by:

• Entering all vouchers by facility with accounting date.
• Documenting payment date for each invoice into Great Plains Purchasing Module.

Responds quickly to all inquiries from other employees or vendors by:

• Immediately researching and reporting status to inquirer in a cheerful and professional manner.
• Retaining a log of conversation and outcome, as an audit trail.

Balances Payables Transaction Edit List by:

• Calculating gross total vouchers.
• Printing Payables Transaction Edit List.
• Ensuring that voucher tape and Payables Transaction Edit List reconcile.

Processes invoices to be paid by:

• Generating the Aged Trial Balance Report and selecting payments to be made according to accounting close schedule and direction of the Accounts Payable Supervisor/Lead.
• Entering payment selections into the Great Plains Purchasing module.
• Printing Computer Check Edit List and documenting check release information, special payments, etc.

Validates accuracy of payments by:

• Performing monthly reconciliation of special vendors.
• Comparing payment select report totals with detail cash requirements totals.

Distributes checks by:

• Reviewing and attaching copy of check to each voucher and supporting documentation.
• Attaching required checks to each facility’s check register report.
• Sending check registers to facilities when release of checks has been authorized by Accounts Payable Supervisor/Lead.
• Mailing checks released by Corporate Office.

Maintains Account Payable records by:

• Filing vouchers with copy of check in appropriate vendor folder.
• Assembling month-end reports in folders.
• Completing journal entry form for every accrual, reclass or changes.

Processes stop payments by:

• Verifying that the check has not cleared.
• Providing documentation to Accounts Payable Lead to place stop payment request with Comerica or Bank of America Cash Pro Online.

Assists in providing accurate financial reporting by:

• Reviewing general ledger accounts and dollar amount reasonability, utilizing Great Plains financial reports.
• Researching and resolving any variances in routine operational costs.
• Identifying and notating significant variances.

Ensures adequate coverage of Finance & Accounting Department by:

• Providing back-up as necessary.
• Providing cross-training on all phases of job duties.
• Scheduling time out of office during non-peak cycle.
• Arranging for coverage when out of office.

Maintains financial security by:

• Following internal accounting controls.

Maintains customer confidence and protect operations by:

• Keeping financial information confidential and following HIPAA policies and procedures.

Complies with Federal, State, and local financial legal requirements by:

• Studying existing and new legislation, enforcing adherence to requirements, and advising management on needed action.

Willingly accepts other tasks as assigned by:

• Performing other reasonably related duties as assigned by immediate supervisor and/or other management, as required.

Performs overtime by:

• Agreeing to work overtime as business needs require
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AppleOne is proud to be an Equal Opportunity Employer. We believe in people, and we are committed to working with people of all backgrounds and connecting them with clients and companies who share our goals of diversity and inclusiveness. All qualified applicants will receive consideration for employment without regard to race, religion, ancestry, color, national origin, age, gender identity or expression, genetic information, marital status, medical condition, disability, protected veteran status, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable federal, state, or local laws.

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

Founder and CEO, Janice Bryant Howroyd, is a North Carolina native who left her hometown in 1976 armed with $1500. Since then, she has dedicated her efforts to building an organization that is committed to keeping the humanity in Human Resources and Strategic, Inclusive Procurement.

Mrs. Howroyd’s commitment to excellence has grown ActOne Group to 33 countries, with over 17,000 clients and more than 2,800 employees. The largest woman-minority-owned workforce management company founded in the US, ActOne Group professionals bring expertise in delivering corporate HR initiatives to local and global markets.

Mrs. Howroyd was selected by former President Barack Obama to serve as a White House appointee and continues to serve under the current administration as an Ambassador of Energy. Mrs. Howroyd gives generously through funding and advocacy for STEM education, particularly for women and minorities.

Mrs. Howroyd leads her teams to build business success based on the ability to connect great companies with outstanding talent. Her passion for education, mentorship, and self-empowerment initiatives have earned her many professional and philanthropic recognitions. She is a sought–after speaker and media subject matter expert in her fields. Her book, The Art of Work: How to Make Work, Work for You, is available on Amazon.com.