Job Description

Overview

UIC Commercial Services seeks an Accounts Payable Specialist to process and maintain vendor invoices, ensuring timely and accurate payments. Key duties include reviewing and coding invoices, obtaining approvals, processing payments, managing A/P files, reconciling transactions, and assisting with audits. This position also serves as a point of contact for A/P inquiries from internal staff and vendors.

Responsibilities

Essential functions will include:

• Monitor the MS Outlook inbox daily for invoices, past due statements, and other A/P-related documents; determine appropriate action (e.g., payment processing, routing for coding/authorization).
• Review and input accounting codes on invoices, ensuring numerical accuracy in alignment with the Chart of Accounts.
• Route properly coded invoices to designated approvers and follow up for timely authorization.
• Process approved invoices for payment, prepare checks, and ensure mailing; file copies appropriately.
• Handle voided or canceled checks due to error, loss, or return; document actions and reissue per established guidelines, including corrective journal entries.
• Create and maintain A/P filing systems: vendor files (numerically), document files (alphabetically), and audit/report files (by cycle).
• Distribute A/P-related documents to personnel and vendors via fax, email, mail, or accounting systems.
• Support monthly A/P reconciliation to vendor statements.
• Generate and file A/P reports such as “AP Edit Reports” or other GL transaction summaries upon request.
• Assist with annual or ad hoc A/P audit preparation.
• Provide guidance to UIC and subsidiary staff and vendors on A/P procedures and issue resolution.
• Perform other related duties as assigned.

Qualifications

Minimum Qualifications

• Knowledgeable in Microsoft Excel, Word, Outlook, and SL Dynamic programs.
• Exhibits good communication skills in writing, verbally, and on the phone.
• Exhibits good 10 key calculator skills.
• Knowledgeable of accounting principles.
• Ability to multi-task, work under pressure, and meet deadlines required.
• Ability to maintain the highest confidentiality of all Company information.
• Ability to pass a NON-DOT pre-employment drug screening, and must follow all NON-DOT Drug and Alcohol testing program requirements.

Preferred Qualifications

• Associate of Arts or Science degree.
• Two to five years of related accounting experience.
• Knowledgeable with Sage Timberline accounting system.

Physical and Mental Demands:

• The employee is frequently required to read text on a computer screen and hard copy, sit for extended periods of time, talk, and hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is exposed to moderate levels of noise in a well-lit, well-ventilated, and moderately paced office environment.
• The employee must regularly lift and/or move up to 20 pounds.

Working Conditions:

• Work is performed in a standard office environment.
• Noise level is generally moderate, typical of office settings.
• Occasional extended hours may be required during peak periods (e.g., month-end, year-end).