Accounts Payable Specialist

The Accounts Payable Specialist provides day to day oversight of the Accounts Payable function within West Music. By working with vendors to resolve accounts payable issues and successfully process and pay a high volume of invoices, the Lead will provide administrative support for West Music. Key duties of this position include ensuring payments are completed and processed, invoices are verified and reconciled according to established policies and procedures in an efficient, timely and accurate manner.

The A/P Specialist will play an active role in continually developing and improving internal West Music processes as well as taking ownership of their role. They will be detail oriented, can prioritize their workload, have accountability, and can work well in a small team environment.

Essential Duties and Responsibilities include but are not limited to the following. Other duties may be assigned as business needs dictate:

• Reviews all invoices for appropriate documentation, general ledger coding and approvals (electronic or other) prior to processing payments. Responsible for accuracy of the Accounts Payable Aging report.
• Reconcile vendor accounts to statements, including researching and correcting discrepancies, and resolving past due notices
• Assists Accounts Payable team members with research and how to answer both internal and external questions. Will audit statements reconciled by team members.
• Complete new vendors set up and modifying existing vendor information in appropriate accounting systems.
• Prepares regular check runs for review and approval; rush checks as needed for COD, pre-pay, wire transfers, or other special circumstances. Obtain wet signatures as needed. Distributes signed checks via appropriate methods.
• Monitors and verifies ability to receive early pay discounts. Prioritize invoices per cash discount potential and payment terms
• Researches and solves invoice and payment discrepancies always reviewing past due balances.
• Answers vendor inquiries, prepares analysis of vendor accounts and resolves escalated issues
• Complete year end 1099’s. This includes: Maintaining address, social security information on contractors (including sending W-9 requests to new vendors); Completing and sending out the 1099’s annually, and completing the 1096 summary form annually.
• Maintain files and documentation thoroughly and accurately in accordance with company policy and accepted accounting practices
• Respond to incoming calls and e mail inquiries, researches answers and information, and responds timely
• Will back up other Accounts Payable and Accounts Receivable functions as required including responding to calls for the Accounts Receivable team.

Required Qualifications

• One year experience with any of the following:
  • General office clerical work
  • Must have prior customer service experience (either in person or telephone service)
• High level of interpersonal skills including poise, tact and diplomacy to resolve potentially sensitive and confidential customer issues.

Desired qualifications

• Prior Accounts Payable experience
• Associates/Bachelor’s degree in accounting or business

Key competencies:

· Service Focus – demonstrates a personal commitment to delivering high quality, professional, responsive service to customers and co-workers

· Communication – shares and receives information using clear oral, written, and interpersonal skills. Demonstrates active listening with co-workers and customers to achieve results.

· Team Player/Collaborative – collaborates with fellow associates to achieve West Music goals. Recognizes and shows respect for the strengths and contributions of others with the ability to develop effective working relationships with co-workers.

· Results oriented – a "can-do" attitude with a desire to take on an increasing level of responsibility and a drive to meet project deadlines.

· Adaptable – thrives in a fast-paced environment; responds positively to evolving priorities or work assignments; open to feedback.

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 essential functions.

While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools or controls, and reach with hands and arms. The employee is occasionally required to stand and walk. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

West Music is an equal opportunity, equal access employer committed to a diverse workforce. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

What we offer:

• Hybrid/Remote work is possible for specific roles
• Full benefits package available the first of the month following the date of hire including:
  • Medical, dental, vision insurance
  • 401k with match
  • Student Debt Repayment
  • PTO/Paid holidays

West Music is an equal opportunity, equal access employer committed to a diverse workforce. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.