Accounts Payable Accountant

Position Summary:

This position serves as an administrator and SME (subject matter expert) for LBX travel-related services (i.e. travel booking, corporate credit cards, expense reports, and car rental program) and the LBX Accounts Payable document imagining and invoice processing system. This role is responsible for supporting and educating LBX personnel in the use of offered services and systems to ensure expenses are captured and reported according to LBX policy and tax related guidelines. Role is responsible for the accurate and timely processing of invoices in the document imaging and ERP systems, including distribution to the appropriate personnel to obtain required authorization for payment per company policy. In addition, this role performs month-end close duties that include preparing journal entries and reconciliations. The position is a vital part of the accounting team and requires excellent organizational, communication, and time management skills, as well as great attention to detail and accuracy.

Essential Functions:

60% - Accounts Payable & Payment Processing

• Receive and upload all incoming AP invoices into the document imaging system.
• Route invoices through the system, assigning to approvers for proper authorization and coding, and reviews all information for accuracy before automatic or manual posting into ERP system.
• Provides education and assistance on coding as needed to ensure invoices are recognized in appropriate accounts in accordance with company policy and GAAP.
• Ensure purchase order invoice information matches purchase order receipt information, routing the issue to the appropriate staff for further research if any discrepancies exist.
• Monitor document progress and take necessary action to resolve any delays in processing to ensure invoices are posted in a timely manner.
• Perform all invoice processes in accordance with company policy and GAAP.
• Receive new vendor setup requests and vendor information change requests and work with appropriate staff to complete setup/change.
• Initiate vendor payments via payment journals in NAV on a weekly or as needed basis and generate final payments via specified payment method, including Expert AP, bank site wires/ACH, credit card, or manual check.
• Monitor outstanding vendor payments and invoices, and review vendor statements, to clean up any outstanding items and ensure that vendor accounts are current.
• Perform all vendor payment and relations processes in strict compliance with company policies and focus on fraud/risk control procedures.
• Address all other vendor correspondence in a timely and professional manner, taking necessary action to resolve problems, provide information and assistance, or routing the correspondence to other internal business owners, as directed by company policy and procedure.
• Audit and reconcile all vendor invoice statements to ensure that we have all invoices and contact vendors as needed to address missing items or discrepancies.

15% - Month-end Close

• Monitor and reconcile balance sheet accounts, ensuring that accounting processes comply with company policies and GAAP, and that offsetting P&L entries are accurate.
• Review balance sheet and P&L entries to ensure accuracy and compliance with company policies and GAAP, and proper amortization.
• Perform quarterly and annual reserve analyses, as required, for various G/L accrual accounts to ensure balances are reasonable, adequate and justified.
• Perform monthly journal entries, including but not limited to standard recurring, payroll, miscellaneous reclasses, and Concur uploads.

15% - 3rd Party Programs Support

• Serves as administrator and SME (subject matter expert) for third-party services and apps, including Concur Travel, Concur Expense, corporate credit card program, annual report services, AAA, rental car programs and other third-party tools and services.
• Provides user support and employee training on such services, tools and apps used by internal personnel, ensuring all new employees are trained on offered programs as part of new hire orientation.
• Monitor expense report submissions to ensure that the system set-up allows for ease-of-use in classifying expenses correctly for financial reporting and tax reporting purposes. Educate and inform employees concerning proper expense reporting.
• Work with the suppliers of these tools to ensure system processes, functionality and enhancements are updated for maximum efficiency and compliance with LBX policies and procedures.
• Utilize the systems’ reporting and processing capabilities as required to generate financial data, entries, and analysis, according to the purpose of each platform.
• Ensure that third parties have updated, and accurate corporate information required to support and represent LBX as required.

10% - Financial Reporting and Other Support

• Act as primary Accounts Payable contact and support for annual financial and other miscellaneous audits, including assigned PBC work and responding to special requests from auditors or other professionals.
• Provide W-9 and resale certificates as required and in accordance with tax laws.
• Annual 1099 report filing.
• Provide W-9 and resale certificates as required and in accordance with tax laws.
• Annual 1099 & 1098 report filing.
• Monitor and periodically close out aging un-invoiced receipts.
• Perform monthly KPI analyses on invoice posting and payment timing.
• Assist with various audits and other special projects as needed.