: Accounts Payable (AP) Specialist

Job Title: Accounts Payable (AP) Specialist

Department: Accounting

Reports To: Comptroller

FLSA Status: Non-Exempt

Pay Range: $24 - $27 / Hour

About West Knox Utility District

West Knox Utility District is a water and sewer provider in the northwest portion of Knox County, Tennessee, serving a population of nearly 80,000 with a dedicated team of approximately 100 employees. We are committed to providing exceptional service to our community and maintaining a positive, team-oriented workplace.

Position Summary

West Knox Utility District is seeking a detail-oriented and experienced Accounts Payable (AP) Specialist to join our finance team. The AP Specialist will be responsible for accurately and promptly processing invoices and payments, ensuring proper documentation, maintaining strong vendor relationships, and ensuring compliance with internal policies and Generally Accepted Accounting Principles (GAAP). The ideal candidate will have experience with high-volume AP processes and a commitment to accuracy, timeliness, and internal control.

Key Responsibilities:

- Invoice Validation: Verify that all invoices correspond to approved purchases made by authorized employees, include a valid purchase order (PO) number, and ensure that POs are properly matched to invoices before processing.

- AP Approval Compliance: Ensure all invoices and payment requests are properly reviewed and approved in accordance with internal policies, authorization limits, and accounting principles (GAAP) before processing.

- Invoice Payment Processing: Accurately review, enter, and code a high volume of vendor invoices in the accounting system. Apply appropriate general ledger (GL) account coding to ensure all expenses are charged to the correct accounts, departments, and projects in compliance with accounting principles and company policies.

- Vendor Payment Timeliness: Ensure all vendor payments are made by their due dates to avoid late fees and maintain positive relationships.

- Documentation Management: Scan and attach all invoices and supporting documents to the appropriate transactions in the accounting system in compliance with documentation policies.

- Payment Processing: Prepare and process payments via ACH, checks, and wires, ensuring payment accuracy and compliance with company policies.

- Vendor Relations: Serve as the point of contact for vendor communications. Resolve inquiries and disputes promptly and professionally.

- Banking & AP Systems: Utilize online banking systems for ACH, check printing, and positive pay uploads; coordinate with banks for payment-related issues.

- Bank Reconciliation: Perform or assist with monthly bank reconciliations, ensuring all transactions are posted correctly and reconciling any discrepancies.

- Sales Tax Reporting: Prepare and submit monthly sales tax reports for local and state tax authorities; ensure timely filings and documentation of taxable water sales.

- Expense Reconciliation: Reconcile vendor statements, employee reimbursements, and corporate credit card transactions.

- Compliance & Internal Controls: Maintain adherence to internal AP procedures and GAAP standards.

- Reporting: Support the Accounting team with AP aging reports, audit requests, and other AP reports and analysis.

- Process Improvement: Recommend and assist in implementing improvements to streamline AP operations and strengthen internal controls.

- Team Collaboration: Work closely with Comptroller, Management, and department supervisors to ensure accuracy in purchasing and payment processes.

Minimum Qualifications:

Education: Associate’s degree in accounting.

Experience: At least 2 years of accounts payable experience in a high-volume, fast-paced environment.

Technical Skills:

- Proficiency with Microsoft Office, word, especially Excel.

- Proficiency with accounting systems and software.

- Experience with document management systems and PO matching workflows.

- Experience with sales tax tracking/reporting software is a plus.

- Exposure to AP automation tools preferred.

- Ability to generate and interpret basic reports related to AP, aging schedules, and vendor activity.

- Experience with data entry, document management systems, and digital workflows.

- Familiarity with report generation tools and exporting financial data for review and analysis is a plus.

Accounting Knowledge and Skills

- Possess basic understanding of accounting principles (GAAP or governmental standards, as applicable).

- Demonstrate knowledge of general ledger structure, chart of accounts, and the types of accounts (assets, liabilities, equity, revenue, and expenses).

- Ability to understand and assist with journal entries related to AP transactions.

- Familiarity with account coding, debits and credits, and how AP impacts the overall financial statements.

- Work closely with Comptroller to ensure proper posting and reconciliation of transactions in the general ledger.

Computer and Reporting Skills

Work Environment

- A typical office environment with climate control and standard lighting.

- Regular business hours: 8:00 am - 4:30 pm

Physical Requirements

- Must be able to sit, stand, walk, bend, stoop, and reach throughout the workday.

- Visual acuity and hearing ability are necessary for interacting with customers and staff.

- Ability to lift to 25 lbs. occasionally.

Employee Benefits

West Knox Utility District offers a comprehensive benefits package including:

- Medical, dental, and vision coverage with minimal employee contribution

- Short-term and long-term disability insurance

- Life insurance

- 401a retirement plan with employer match

- 457b plan with Roth and pretax options

- Paid Time Off (PTO)

- Eleven paid holidays

Equal Employment Opportunity

West Knox Utility District is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, age, gender, disability, or any other legally protected status.

Americans with Disabilities Act (ADA)

Applicants and employees must be able to perform the essential duties of the position with or without reasonable accommodation. WKUD will consider reasonable accommodation in accordance with applicable law.

How to Apply

If you are a motivated and qualified Accounts Payable (AP) Specialist looking to join a supportive and professional team, we encourage you to apply.

- Please complete the application online at:

www.wkud.com/career-opportunities

- Attach resume and any other additional documents in the application.

We look forward to reviewing your application and considering you for this exciting opportunity to join West Knox Utility District!

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Disability insurance

- Health insurance

- Life insurance

- Paid time off

- Vision insurance

Schedule:

- 8 hour shift

Work Location: In person