Accounts Payable Specialist

About the role

The companies within the Public Safety Brands are innovative technology leaders, delivering groundbreaking digital systems tailored for frontline professionals who rely on speed, accuracy, easy-to-access data, and transparency in their work. Immerse yourself in our vibrant culture. At Public Safety Brands, we don't just offer jobs; we offer a culture where you can thrive. We foster a purpose-driven environment that values ethical practices and teamwork. Our commitment to transparency and trust-building creates a supportive and inclusive atmosphere for growth and innovation. We wholeheartedly embrace diversity, promoting inclusive harmony. We value work-life balance and celebrate employees' contributions within a recognition-driven culture. Join us at Public Safety Brands for a fulfilling experience where positive impact and collaboration shape a brighter future.

Essential Duties and Responsibilities

• Responsible for the Company’s procure-to-pay process.
• Invoice entry – ensure invoices are accurate per purchasing documents.
• Payment processing – prepare weekly payment batches accurately and timely and ensuring all payments are in accordance with purchasing policies and procedures.
• Maintain schedules to track and ensure weekly that vendors are paid on time.
• Reconcile and review AP aging weekly, including follow-up to close any open AP invoices that are over a month old.
• Maintain organized AP documentation and support records/files.
• Aid managers in timely, accurate, and appropriate approval of Purchase Orders in accordance with Company policy.
• Process purchase orders (POs), including confirming all approvals needed are obtained, and maintain PO records.
• Prepare other transactions posted through the AP sub-ledger.
• Monitor our accounts payable (AP) three-way match process to ensure the appropriateness of vendor invoices before processing payments, which includes reviewing transactions for appropriate GL and Department classification.
• Ensure the AP vendor master information is up to date.
• Review and submit vendor statement reconciliations for approval monthly; resolve vendor issues on an ongoing basis.
• Maintains excellent professional relationships with vendors and internal customers and provides proactive customer service in assisting with inquiries regarding account status information and other requests.
• Reconciles the AP ledger to ensure that all bills and payments are accounted for and properly posted.
• Reconciles the AP Bank transactions daily.
• Processes Certify employee expense reports and ensure expenses are reimbursed in a timely manner.
• Develops and maintains the accounts payable procedure manual.
• Aids the accounting team in identifying potential bottlenecks or issues and recommending resolutions.
• Aids the Staff Accountant with period-end close procedures, including performing account reconciliations.
• Aids the Staff Accountant with external audit requests.
• Aids the Procurement Manager in contacting vendors to obtain necessary documents needed to process invoices and payments, such as W9s, payment/bank details or other items including updates to vendor information.
• Aids with 1099 preparation and distribution at year-end.
• Aids with special projects as assigned.
• Other duties as needed.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Associate’s degree in related field or High School diploma or general education degree (GED) with a minimum of two years related accounting experience is required.
• Bachelor’s degree is a plus.
• Minimum 2 years of accounts payable and analysis experience is required.
• Experience with ERP (NetSuite, JD Edwards, etc.) experience is required.
• Stampli (or other AI powered AP system) and Certify experience a plus.
• Proficiency in Microsoft Windows environment, basic Internet and email is required.
• Must have basic MS Excel skills (create and modify spreadsheets).
• Excellent analytical, oral and written communication skills are required for frequent interaction with financial and non-financial management.
• Absolutely essential for accuracy in entering data and good mathematical skills.
• Superb attention to detail, strong planning and organization skills, and the ability to multi-task, prioritize and deliver in a fast-paced, dynamic environment.
• A self-starter with a business focus and an entrepreneurial spirit.
• An excellent work ethic and dependability.
• Aptitude to learn new technology and systems.
• Ability to work both independently and in a team environment.
• A customer service-centric with a concern for quality and deadlines.
• Able to work within multiple entities using different GL and Department coding, if applicable.
• Ability to work beyond standard work hours as well as work overtime due to demand. This would include, but not limited to audit season and month end close, etc.