Accounts Payable Specialist

This position is responsible for accurately and efficiently processing vendor invoices for payment, by performing the following duties.

Essential Duties and Responsibilities:

• Review and enter AP invoices, received by mail, and email, on a daily basis.
• Reconcile monthly statements and contact vendors for missing invoices.
• Match all invoices received with supporting documentation (packing slips, BOL, PO, etc.), confirming that invoice pricing agrees with contracts.
• Conduct weekly check run and process ACH payments.
• Pull invoices and prepare checks for manager and/or CEO review/signature.
• Reconcile and manage all corporate credit cards via monthly statements.
• Tracking, processing and issuing monthly rent payments for all locations.
• Process year end1099 reporting in accordance with the law.
• Respond to questions from various internal sources on pricing, terms, pack sizes, etc.
• Handle billing discrepancies with vendors.
• Communicate with retail cafes on AP issues, and drive timely collection of their invoices.
• Maintain accounting files, in accordance with record retention requirements, making sure they are complete and organized.
• Protect confidentiality of records at all times.
• Work effectively with management and members of other departments.
• Complete special projects, and financial analysis as directed by management.
• Perform back-up and other duties as required.

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/Experience:

Bachelor's Degree (B.A.) preferred, and five to seven years related experience and/or training; or equivalent combination of education and experience.

Language Ability:

Excellent communication skills.  Ability to read and interpret documents such as operating and maintenance instructions and procedure manuals.  Ability to write routine reports and correspondence and effectively present information orally and in writing.  Ability to speak effectively before groups of customers or employees of the organization.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. 

Ability to apply concepts of basic algebra.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

Full proficiency in MS Outlook, Word, and Excel.  Must have excellent data entry skills, 10-key by touch, and type 40+ wpm.  Knowledge of Sage accounting software a plus.

Certificates and Licenses:

No certifications needed

Other Requirements:

• Ability to perform tasks accurately and efficiently and handle multiple tasks under deadline, demonstrating initiative and sound judgment.
• Able to work both independently and in a team environment.

Supervisory Responsibilities:

There are no supervisory responsibilities.

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.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to talk or hear.  The employee is occasionally required to stand and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, depth perception, and 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 noise level in the work environment is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, and light traffic.

Just as we celebrate the uniqueness of each of our doughnuts, we enthusiastically support the individuality of our team members. We know that the personal attention our baristas offer our café patrons has as much to do with our success as the taste of our coffee and doughnuts.
Hard work, good fun, and outstanding customer service form the foundation upon which we’ve built our business — and we’re always looking for people who can help push us to even greater heights.
Free doughnuts and coffee aside (and trust us, there are lots of free doughnuts and coffee!), Top Pot offers a variety of benefits to employment for our amazing staff.