Accounts Payable Specialist Job at The Dutra Group
Equal Opportunity Employer/Veterans/Disabled
SUMMARY: Processes Accounts Payable invoices assuring all Company policies and procedures are met.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Compare incoming invoices with required purchase orders to assure that the invoice is consistent with purchase orders and enter into the AP System.
If an invoice does not match the purchase order, or the purchase order information is not in the system, work with the Purchasing Department for resolution.
Screen invoices for possible billing inaccuracies and any use tax liabilities that may be due.
Assist in sorting and distribution of incoming Accounting Department mail.
Match corresponding receiver to individual invoices. If a receiver is not available, go to appropriate personnel for approval of the invoice.
Actively work to move invoices with approval or PO issues through the proper channels to get the invoices paid in a timely manner.
Once invoice is approved and processed work with AP staff on weekly ACH and check runs.
Assure that all invoices are processed in a timely manner to assist with the monthly closing process.
Establish and maintain a working relationship with all company vendors' AP department. Answers all vendor inquiries and assist vendor in reconciling their accounts.
Prepare analysis of vendor accounts, as required. Reconcile monthly vendor statements.
Material receipt entry and verification for inventory invoicing
COMPETENCIES: To perform the job successfully, an individual should possess and demonstrate the following competencies:
- Attention to Detail: Diligently attends to detail and pursues quality in accomplishing tasks. Checks work to ensure accuracy and completeness.
- Mathematical Reasoning & Problem Solving: uses mathematical techniques to calculate data or solve practical problems.
- Self-Management: manages own time, priorities, and resources to achieve goals; completes high volumes of work without sacrificing accuracy.
- Ethics: earns others trust and respect through consistent honesty and professionalism in all interactions.
- Teamwork: promotes cooperation and commitment within a team to achieve goals and deliverables.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education/Experience: Accounting or Finance Degree preferred but not required; and at least three years related experience in Accounting; or equivalent combination of education and experience.
- Language Ability: ability to effectively communicate and respond to questions from manager, clients, customers, and internal team. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence.
- Reasoning Ability: ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Ability to deal with problems involving several concrete variables in standardized situations.
- Computer Skills: to perform this job successfully, an individual should have strong knowledge and experience with Excel and other Microsoft Office software including Outlook and Word. Vista Viewpoint experience preferred, but not required.
- Physical Presence: Regular and predictable physical presence in the corporate office is an essential qualification for this position due to the importance of the aggressive timeframes under which the employee will operate, and the need for face-to-face interaction with the Accounting team to properly perform job-related functions.
SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Usual office work conditions. The noise level in the work environment is moderate. Minimum physical exertion.
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 the essential functions.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
- The employee is occasionally required to stand and walk.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
PRIVACY NOTICE TO CALIFORNIA JOB APPLICANTS AND EMPLOYEES
The Dutra Group (“Dutra” or “Company”) adopts this Privacy Notice in compliance with the California Consumer Privacy Act (“CCPA”). The CCPA provides certain protections for all California consumers. A “Consumer,” as defined by the CCPA, is any person that is both a natural person and a California resident, including any employee or job applicant of a qualifying company.
This Privacy Notice supplements any other privacy policy or notice that may be issued by Dutra. In the event of a conflict between any other Company policy, statement, or notice and this Privacy Notice, this Privacy Notice will prevail. The purpose of this Privacy Notice is to provide job applicants and employees with a description of Dutra’s practices regarding the collection, use, disclosure and sale of “Personal Information” (“PI”) as defined in the CCPA. Terms defined in the CCPA that are used in this Privacy Notice shall have the same meaning as in the CCPA. Dutra will only collect and process your PI in accordance with this Privacy Notice, unless otherwise required by applicable law.
Categories of Personal Information Dutra Collects and Purpose of Use
Dutra collects and retains job application and employment information for the following general purposes: human resources, employment and benefit administration, and compliance with any local, state, or federal legal obligations. Dutra obtains the categories of PI listed below during the job application process, employee onboarding process, the selection of benefits as an employee, and ongoing employment. In some cases, Dutra may obtain a background check once an offer of employment is made.
Dutra does not sell or disclose PI of job applicants and employees to any third parties, unless required to do so by law.
Dutra collects the following categories of PI for job applicants and employees:
disability, and sex. The purpose of this information is to comply with local, state, and federal laws and regulations.
The Company continues to evaluate its practices and records in relation to the CCPA to ensure compliance with all requirements. If Dutra wishes to use collected PI for different purposes than those listed above, or if Dutra wishes to collect different PI than listed above, Dutra will provide further notice. To submit a consumer rights request, or to voice a question or concern regarding the CCPA, please call the Company’s hotline at (844) 847-5289 or visit thedutragroupdsr.ethicspoint.com.
The Dutra Group (“Dutra” or “Company”) adopts this Privacy Notice in compliance with the California Consumer Privacy Act (“CCPA”). The CCPA provides certain protections for all California consumers. A “Consumer,” as defined by the CCPA, is any person that is both a natural person and a California resident, including any employee or job applicant of a qualifying company.
This Privacy Notice supplements any other privacy policy or notice that may be issued by Dutra. In the event of a conflict between any other Company policy, statement, or notice and this Privacy Notice, this Privacy Notice will prevail. The purpose of this Privacy Notice is to provide job applicants and employees with a description of Dutra’s practices regarding the collection, use, disclosure and sale of “Personal Information” (“PI”) as defined in the CCPA. Terms defined in the CCPA that are used in this Privacy Notice shall have the same meaning as in the CCPA. Dutra will only collect and process your PI in accordance with this Privacy Notice, unless otherwise required by applicable law.
Categories of Personal Information Dutra Collects and Purpose of Use
Dutra collects and retains job application and employment information for the following general purposes: human resources, employment and benefit administration, and compliance with any local, state, or federal legal obligations. Dutra obtains the categories of PI listed below during the job application process, employee onboarding process, the selection of benefits as an employee, and ongoing employment. In some cases, Dutra may obtain a background check once an offer of employment is made.
Dutra does not sell or disclose PI of job applicants and employees to any third parties, unless required to do so by law.
Dutra collects the following categories of PI for job applicants and employees:
- Personal identifiers provided in job application process, on-boarding process, and benefit selection process. The purpose of this information is to make employment decisions, verify work authorization status, manage the employment relationship with Dutra, and facilitate employment administration, processing, and maintenance, such as providing benefits to employees and their beneficiaries, processing payroll, and general office administration.
- Financial information. The purpose of this information is to administer payroll and benefits, process work-related claims, and facilitate all related accounting and auditing.
- Certain classification and diversity information, such as veteran or military status, age, race, color, national origin, citizenship, marital status, physical or mental
disability, and sex. The purpose of this information is to comply with local, state, and federal laws and regulations.
- Personal and work history information provided in application process, and occasionally via a background check. The purpose of this information is to make employment decisions, manage the employment relationship with Dutra, fulfill employer obligations to employees, and determine performance requirements.
- Health and safety information that may be relevant to employment and expectations of job duties, and is in accordance with existing local, state, and federal laws. This information includes drug testing, physical injuries, heath conditions, and other physical and mental health concerns. The purpose of this information is to maintain a safe workplace, assist with employee needs, manage insurance benefits, assess and administer worker assistance programs, manage job responsibilities, adopt job accommodations, as necessary, and comply with various state and federal laws and regulations.
- Beneficiary information relevant to employment benefits. The purpose of this information is to analyze, process, and administer beneficiary benefits claims and related claims.
- Selective network activity information. This information is reviewed only on a discretionary basis. The purpose of this information is to facilitate IT maintenance and productivity, manage the employment relationship with Dutra, and facilitate a safe work environment.
- Daily health status information directly related to the COVID-19 pandemic. This information is collected upon a visit to any Dutra office or worksite. The information includes the date of office visits, the time of the visit, whether the visitor has obtained a COVID-19 daily check-in health badge, and whether the visitor has passed a temperature screening. The Company may sometimes require an employee or worksite visitor to take a COVID-19 rapid test prior to entering a Company worksite. The purpose of this information is to keep all Company locations as safe as possible and to protect the health of Company employees, their families, and all others that visit the Company’s worksites.
The Company continues to evaluate its practices and records in relation to the CCPA to ensure compliance with all requirements. If Dutra wishes to use collected PI for different purposes than those listed above, or if Dutra wishes to collect different PI than listed above, Dutra will provide further notice. To submit a consumer rights request, or to voice a question or concern regarding the CCPA, please call the Company’s hotline at (844) 847-5289 or visit thedutragroupdsr.ethicspoint.com.
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