Accounts Payable Specialist

Accounts Payable Specialist

Quality Packaging, Inc. is seeking a detail-oriented and dependable Accounts Payable Specialist to support our accounting operations. This position is responsible for receiving, verifying, matching, and entering vendor invoices into QuickBooks Online and Maverik. The ideal candidate is organized, comfortable working with numbers, and skilled at identifying discrepancies. This individual will play an important role in ensuring vendors are paid accurately and on time while helping prevent duplicate payments, overpayments, payment errors, and fraudulent activity.

Key Responsibilities

• Collect vendor invoices from the AP email inbox, mail, vendor portals, and other approved sources.
• Date-stamp and review invoices for completeness and accuracy.
• Confirm invoices are issued to the correct QPI legal entity and billing address.
• Perform a three-way match among purchase orders, receiving documentation, and vendor invoices.
• Verify billed quantities against the quantities received.
• Identify short shipments, over-shipments, back orders, damaged goods, and other receiving discrepancies.
• Place invoices on hold and escalate quantity or pricing discrepancies to the appropriate team.
• Confirm payment terms against approved vendor records.
• Identify and track early-payment discount opportunities.
• Validate invoice pricing, line-item calculations, taxes, freight, discounts, and totals.
• Confirm vendors are active and approved before processing invoices.
• Review vendor names, invoice numbers, and amounts to prevent duplicate entries and payments.
• Recognize and escalate potential fraud indicators, including unusual payment requests or changes to banking and remit-to information.
• Verify vendor banking or payment-detail changes using established verification procedures.
• Enter approved invoices accurately into QuickBooks Online.
• Apply the appropriate vendor, invoice number, bill date, due date, payment terms, category, class/location, and general ledger coding.
• Attach supporting documentation to the corresponding bill record.
• Route invoices for approval according to QPI's approval procedures.
• Maintain accurate invoice statuses, including Pending Approval, Approved, and On Hold.
• Organize and retain complete invoice documentation in accordance with department procedures.
• Confirm due dates and discount dates before transferring approved invoices for payment processing.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Accounting, Finance, or a related field preferred.
• At least one year of accounts payable, bookkeeping, or general accounting experience preferred.
• Experience with QuickBooks Online or comparable accounting software.
• Proficiency with Microsoft Excel, spreadsheets, and general office software.
• Experience with purchase orders, receiving reports, packing slips, or bills of lading is a plus.
• Previous experience in a manufacturing, warehouse, or distribution environment is helpful.

Knowledge, Skills, and Abilities

• Understanding of three-way invoice matching.
• Basic knowledge of payment terms, including Net 30 and early-payment discounts.
• Strong attention to detail and numerical accuracy.
• Ability to identify discrepancies and follow established escalation procedures.
• Strong organizational and time-management skills.
• Ability to manage a high volume of invoices and documentation accurately.
• Effective written and verbal communication skills.
• Ability to work collaboratively with vendors, Purchasing, Receiving, Warehouse, Accounting, and department leaders.
• Sound judgment and discretion when handling confidential vendor, banking, and financial information.

QPI Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off

Eligibility and coverage are subject to the terms and conditions of the applicable benefit plans and company policies.

Important Internal Controls

• The Accounts Payable Specialist enters and processes invoices but does not independently:
• Approve invoices exceeding established authorization limits.
• Change vendor banking information without secondary approval.
• Release or issue vendor payments.
• These responsibilities are assigned to designated accounting and payment-processing personnel in accordance with QPI's segregation-of-duties procedures.

Work Environment

This is primarily an office-based position that requires extended periods of computer use. The role is fully on-site, with regular working hours from 8:30 a.m. to 4:30 p.m.

Why Join QPI?

At Quality Packaging, Inc., our employees are our greatest asset. We value teamwork, accuracy, accountability, and continuous improvement. This position offers an opportunity to join a growing organization and contribute directly to the strength and reliability of our financial operations. Quality Packaging, Inc. is an equal opportunity employer. We consider qualified applicants without regard to legally protected characteristics and are committed to maintaining a respectful and inclusive workplace.

Quality Packaging, Inc.