Accounts Payable Specialist presso Calistacorp

JOB SUMMARY:

The Accounts Payable Specialist plays a key role in ensuring the accuracy and efficiency of the company’s financial operations. This position is responsible for processing vendor invoices, reconciling statements, managing payments, and maintaining organized financial records. In addition to handling core accounts payable functions, the Specialist provides administrative and front-office support that helps keep daily operations running smoothly. This role requires someone who is detail-oriented, organized, and proactive, with a strong commitment to accuracy, timeliness, and exceptional internal and external customer service.

ESSENTIAL FUNCTIONS:

• Maintain shared A/P email inbox:
• Print and date stamp all incoming vendor invoices.
• File all emails in an orderly manner.
• Respond in a timely manner to all requests or inquiries.
• Assist with aspects of vendor set up such as obtaining vendor information and W-9 forms.
• Process vendor invoices:
• Match incoming invoices to purchase orders.
• Interface with Procurement and Project Management staff to accurately code incoming invoices.
• Scan incoming invoices with proper backup to OnBase.
• Index and GL Code all vendor invoices in OnBase.
• Review expenditures to ensure proper use of the Company’s internal cost coding system.
• Reconcile vendor statements with invoices received and contact vendors for invoice copies if needed.
• Monitor vendor terms to ensure vendor invoices are paid on time to avoid late fees.
• Communicate with vendors regarding payment status or other concerns as needed.
• Process employee expense reports using the Costpoint T&E Module.
• Prepare weekly A/P check runs:
• Prepare prepayment edit reports, EFT reports, and audit check reports.
• Email approved prepayment edit reports, EFT reports, and audit check reports to corporate office for processing.
• Print check copies and attach backup for filing.
• Assist with month-end and year-end close processes.
• Open, date stamp, distribute, and process all incoming mail as needed.
• Scan, log, and electronically file all purchase orders as needed.
• Audit A/P paper and electronic files.
• Book and log business travel and accommodation reservations for employees as needed.
• Check incoming faxes and distribute accordingly.
• Greet and announce visitors promptly in a professional and friendly manner.
• Answer multi-line phone calls and direct calls in a professional and friendly manner.
• Check main company voicemail as needed.
• Inventory, order, and stock office products as needed.
• Coordinate incoming and outgoing inter-office paperwork.
• Enter data into Excel spreadsheets, Word documents, Smartsheet and various other business applications.
• Maintain paper and electronic filing systems for multiple companies.
• Scan, log and electronically file documents to shared server files.
• Support front office staff with administrative and accounting tasks.
• Provide administrative support to other positions within the company, as needed.
• Work as a team-player with co-workers in a respectful and supportive manner.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY FUNCTIONS:

This position does not have any supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• General knowledge and ability to operate office equipment to include multiline telephone systems, copiers, scanners, fax machines, etc.
• General knowledge of office procedures (filing, answering phones, receptionist duties, supply ordering, etc.) to perform daily and reoccurring assigned duties.
• Understanding of basic accounting concepts (debits, credits, accruals, general ledger coding).
• Knowledge of accounts payable principles and practices, including invoice processing, purchase order matching, and vendor reconciliation.
• Knowledge of vendor setup requirements, including W-9 and tax documentation processes.
• Strong computer skills with technical aptitude and proficiency using the internet, shared server files and MS Office applications with demonstrated proficiency with Excel spreadsheets, Outlook, and Microsoft Word.
• Self-driven with a strong sense of accountability.
• Highly organized with effective time management and attention to detail.
• Excellent professional written and verbal communication skills and phone etiquette.
• Excellent communication and interpersonal skills and an ability to communicate with people tactfully and effectively at all organizational levels.
• Excellent time management skills with the ability to work under pressure.
• Ability to multi-task, prioritize workload and meet deadlines.
• Strong data entry and accuracy skills with attention to detail in processing invoices and reconciliations.
• Ability to maintain confidentiality of financial and vendor information.
• Ability to analyze and reconcile data and effectively address discrepancies.
• Ability to accurately enter data into established spreadsheets and systems.
• Ability to maintain established paper and electronic record keeping systems.
• Ability to perform accurate calculations and data verification in an accounting environment.
• Ability to work independently with good judgment and strong problem-solving skills.
• Strong knowledge of Experience booking reservations for rural Alaska travel.
• Ability to follow established procedures.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent required.
• Associate degree or higher in Accounting or Finance related field preferred.
• Three (3) years of administrative experience required.
• One (1) or more years of accounting experience required.
• Training or experience using Deltek products such as Costpoint and Time and Expense is preferred.
• Work-related experience in the construction industry is preferred.
• Ability to pass a drug, and background screening.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. STG has a fast-paced multi-tasking office environment requiring a high degree of efficient and effective performance. At times, there may be a need for occasional weekend and/or evening work in order to meet deadlines.

For the full job description including physical and environmental demands please reach out to [email protected]

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.