Accounts Payable Specialist

KYM H. GASPAR

** ****** ******, ** ***.**********@*****.*** 929-***-****

ACCOUNTS PAYABLE SPECIALIST

Accomplished Accounts Payable Specialist/Supervisor with experience working in corporate accounting departments. Demonstrated skills processing over $10 million in client and vendor invoices annually, analyzing accounts, ensuring compliance with policies and regulations, and maintaining historical documentation. Negotiate discrepancies with vendors, train new staff, and establish productive relationships with clients, vendors, management, and colleagues. Reputation for focusing on deliverables and the ability to handle multiple projects enhances departmental moral and credibility.

CORE COMPETENCIES

Vendor Management / Data Analysis / Quality Assurance / Customer Relations

MS Word / Excel / Windows / Outlook/SAP/Concur/ RLM Apparel Software/CASO Workflow/Paprika/NetSuite / MS Dynamics Solomon / MS Dynamics Great Plains / SAGE MRI / Nexus / Maconomy / Grey Financial Management Systems/Datatrak / JDS Columbine / Donovan Data / ADP eTime.

PROFESSIONAL EXPERIENCE

Accounts Payable Specialist Consultant – Accounting Principles New York, NY April 2023 – May 2024

Client: Local Initiatives Support Corp (LISC) – New York, NY

Review, code and edit vendor invoices for accuracy prior to payment release in the NetSuite.

Compare consultant invoices to the contractual agreement guidelines as specified.

Analysis of government and private grantees’ financial report criteria to match the disbursement frequency and required deliverables outlined in the agreements.

Confirm invoice and grantees addresses and ACH payment information.

Communicate and follow up with the Local Office Team for updates and or corrections on the agreements, program action system, vendor and consultant invoices.

Daily discrepancies updates to the AP Team.

Approve invoices for payment.

Accounts Payable Specialist Consultant – Robert Half, New York, NY March 2023 – April 2023

Client: Sofitel - New York, NY

Distribute invoices to various departments for approval and coding.

Verify invoice coding and approval for accuracy.

Batch invoices for payment approval to the Controller.

File vendor payments.

Accounts Payable Coordinator Consultant – Accounting Principles, New York, NY November 2021 – June 2022

Client: RocSkincare

Retain and upload vendor documentations in NetSuite and Excel for domestic and international vendors including W-9s, W-8BEN, checking, ACH and wire instructions.

Based on invoice amount obtain appropriate approval levels.

Confirm invoices are coded to the appropriate department and general ledger accounts.

Generate summary spreadsheet for weekly payments approval.

Follow-up with Teams regarding documentation discrepancies.

Weekly upload vendor payments by check, ACH and wire transfers.

Review vendor statements.

Accounts Payable Specialist Consultant – Accounting Principles New York, NY February 2021 – November 2021

Client: Local Initiatives Support Corp (LISC) – New York, NY

To ensure year-end process. Review accuracy of the grantee’s W-9 submission for approval through Salesforce.

Communicate specific instructions to grantees for W-9 corrections.

Upload vendor information including payment instructions to NetSuite ERP system.

Review grant disbursement documentations submissions for accuracy in BOX and PA systems.

Follow-up with the Local Office Team for agreement documentation discrepancies.

Bi-weekly payment approval to grantee(s) in NetSuite.

Accounts Payable Manager – New York, NY September 2018 – March 2020

Proenza Schouler

Assist with implementation of Concur and RLM Apparel ERP systems.

Distribute invoices to the business owners for coding and approval in Concur System.

Review Concur approved invoices for ERP system import for vendor information and general ledger coding.

Weekly vendor payment by check, ACH, domestic and international wire transfers.

Expense reports review and upload from Concur to RLM accounting system.

Report to CFO and supporting staff payment status.

Summarize and report accounts payable cash activities by currency and payment date.

Maintain vendor payment transactions, contacts, banking information, W-9’s and W-8BEN.

Schedule weekly/monthly recurring vendor payments.

Daily bank reconciliation of direct wire transfers and ACH payments from vendors.

Accounts Payable Specialist Consultant – Accounting Principles New York, NY June 2018 – September 2018

Client: inVenti Medical Communication, Inc.

Full cycle accounts payable; obtain approval, receive and code vendor invoices in Paparika ERP system.

Daily entering and processing 25 to 30 honoraria and expense reimbursement payments to Health Care Providers.

Issue payments by check and wire transfer.

Accounts Payable Specialist Consultant - New York, NY January 2018 – June 2018

Namely, Inc.

Upload, input, obtain approval and schedule 50 to 100 vendor invoices weekly for payments.

Process 40 to 50 checks and ACH transactions through NetSuite and AvidXchange.

Generated check, ACH and wire transmittal registers for weekly upload of vendor payments.

Mapped check, ACH, wire payment and auto debit procedures in NetSuite.

Reconcile vendor statements and discrepancies.

Created a vendor supplier list to assist in identifying monthly accruals.

Maintained pre-paid and vendor contract schedules.

Entered vendors information including banking detail, W9 information and special instructions.

Updated vendor contract list.

Accounts Payable Associate - New York, NY 2015 – 2018

Intercept Pharmaceuticals, Inc.

Review, input and schedule 75-100 international vendor invoices for payments.

Assist in implementation of new ERP Systems, Concur.

Execute and manage over 75 vendor payments by electronic funds transfer.

Maintain and reconcile vendor bank direct debit payments for 11 countries: travel, car leases, rents and utilities payments.

Created, established and enforced domestic and international vendor policies and procedures best practices.

Research, investigate and resolve vendor invoice statements discrepancies.

Launched a system devised to track vendor invoice approval status.

Communicate invoice discrepancies with Account Business Owner and vendor.

Accounts Payable Consultant – Robert Half, Accounting Principals - New York, NY 2012 – 2020

Clients: Gander and White, Intercept Pharma, AccuTime, ASPCA, Fox Network, Kobalt Music Publishing,

Newmark Grubb Knight Frank, Art Ortenberg, Ogilvy Public Relations

Accounts Payable, Property Management Administrator

Process full cycle accounts payable; receive and code vendor invoices and issue vendor payments through wire transmittal and checks.

Create purchase orders based on vendor estimates, contracts and proposals.

Analyze and reconcile travel and expense reports: process reimbursement checks.

Implementation invoice tracking system ensuring timely vendor payments.

Obtain Property Managers’ approval for compliance of policy and procedures.

Input weekly payroll for managed properties’ building employees through ADP eTime.

Daily cash flow reconciliations of investment accounts.

Reconcile money market accounts to the general ledger.

Balanced money market reports to the general ledger and cash flow reports.

Executed procedures pertaining to bank deposits, wire transfers, vendor payments, expense reports, petty cash and operating cost.

Review and input monthly expenditures for various properties.

Manage vendor and employee healthcare payments.

Download credit card statement, convert to an excel spreadsheet and enter in QuickBooks.

Prepare month end closing reports and journal entries.

Review and delete outdated vendors from the accounting system.

Created a procedures manual. Cementing consistency and optimizing efficient workflow

Reconcile employee advance receivable account.

Transmit the client’s invoice by email or overnight courier as instructed.

Marina Maher Communications – New York, NY 2004 – 2011

Supervisor, Accounts Payable

Trained and oriented new employees using policy and procedures manual to optimize efficient workflow and problem resolution. Supervised 10 Account Assistants and 1 A/P Coordinator.

Processed vendor invoices, petty cash, and employee expense reports.

Issued approximately 125 checks each week for vendor payment.

Ensured that vendors complied with company guidelines and maintained historical documentation including vendor contracts, invoices, and purchase orders.

Created and implemented Excel spreadsheet log to track invoices and purchase orders to expedite client billing.

Assisted in developing policies and procedure manual and new purchase order module to facilitate timely vendor payments and employee reimbursements.

Produced system to notify Account Executives of late client payment.

Analyzed and reconciled employee advances, officer loan accounts, client overhead costs on monthly basis.

Prepared month-end journal entries.

ADDITIONAL RELEVANT EXPERIENCE

Advice Staffing Client: Broadway Video, Inc. – New York, New York 2003 - 2004

Supervisor, Billing

Assigned by Advice Temporary Staffing to Broadway Video.

Invoiced clients for utilization of sound avid and editorial studio production for films and television.

Integrated ScheduAll Software and Great Plains Software in order to process invoices more efficiently.

Reconciled client billing vs. scheduling costs on monthly basis.

Instituted procedure enabling Account Executives and Production Managers to view weekly client billing activity.

Telephoned clients to collect on outstanding payments.

The Lord Group – New York, New York 1999 - 2003

Manager, Accounts Payable & General Accounting

Reviewed and processed vendor payments and posted daily cash receipts to general ledger.

Reconciled general ledger accounts to subsidiary ledger accounts.

Maintained tax exempt certificates and W-9 files.

Organized departmental contingency/recovery plan during accounting computer system crash.

Negotiated discrepancies with vendors resulting in 100% payment.

During company liquidation, assumed responsibilities of Office Manager.

EDUCATION

Harlem School of Performing Arts – New York, New York

New Media Repertory Company - New York, New York

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