Accounts Payable Specialist

Accounts Payable Specialist

This position is responsible for reviewing site expenses submitted through the purchase order system to ensure accurate expense recording, proper internal controls, and timely vendor payments. The role requires strong attention to detail, excellent organization, and the ability to prioritize multiple tasks while meeting deadlines.

Review site expenses submitted through the purchase order system.

Obtain all necessary documents for payment processing, including invoices, packing slips, purchase orders, and approvals.

Assemble complete voucher packages for payment processing.

Research and resolve payment discrepancies and pending payment issues.

Communicate with internal and external stakeholders regarding purchase order and payment issues.

Input invoices into QuickBooks using proper general ledger coding and posting dates.

Maintain electronic records of invoices, purchase orders, approvals, packing slips, and vendor information in QuickBooks.

Monitor payment due dates and process payments according to the working capital schedule.

Reconcile credit card statements and petty cash.

Maintain W-9 records for vendors and issue annual 1099s to applicable vendors and contractors.

Prepare work papers for monthly sales and use tax payments.

Manage new vendor setup and the credit application process.

Requirements: Minimum of 3 years of related Accounts Payable experience. Strong working knowledge of QuickBooks (preferred). Strong proficiency in Microsoft Excel (required). Working knowledge of Microsoft Outlook. Detail-oriented, organized, logical, and resourceful. Strong oral communication skills. Ability to prioritize tasks and meet deadlines. Self-directed with strong time management skills. Ability to exercise initiative and solve problems effectively. Positive attitude and ability to work as part of a team.