Accounts Payable Specialist

The Accounts Payable Specialist is an integral member of the accounting team and is responsible for the accurate and timely processing of all accounts payable transactions. This position provides financial, administrative, and clerical support while helping to ensure the accuracy and integrity of the Company’s financial records. As part of a small, collaborative accounting team, the Accounts Payable Specialist will work closely with other team members each day to ensure that all assigned departmental responsibilities and time-sensitive tasks are completed accurately and on schedule. Team members are expected to communicate regularly, coordinate priorities, share responsibilities when needed, and provide support across functions to ensure the team’s daily objectives are successfully completed. The Accounts Payable Specialist will process and reconcile vendor invoices, employee reimbursements, payments, vendor statements, and other accounting transactions; maintain accurate supporting documentation; and work with vendors and internal departments to research and resolve discrepancies. The ideal candidate is organized, detail-oriented, dependable, and comfortable managing multiple priorities in a deadline-driven accounting environment. A strong team-oriented mindset, willingness to assist others, and flexibility in responding to changing daily priorities are essential to success in this role.

Key Duties:

• Receive, review, code, and process vendor invoices for payment.
• Verify invoices for accuracy, appropriate documentation, proper authorization, and general ledger coding.
• Match invoices to applicable leases, contracts, approvals, or other supporting documentation.
• Prepare and process vendor payments, including checks, ACH transactions, and other electronic payments.
• Review and process employee expense reports and reimbursement requests.
• Reconcile vendor statements and research and resolve outstanding or disputed items.
• Respond to vendor inquiries and communicate with vendors regarding invoices, payments, account balances, and discrepancies.
• Maintain accurate vendor records as well as support documentation.
• Assist with vendor setup and maintenance, including obtaining required tax and payment information.
• Review vendor information for completeness and accuracy.
• Assist with annual Form 1099 reporting, including reviewing vendor tax information and researching discrepancies.
• Process and record cash receipts and deposits
• Prepare and enter journal entries and other accounting transactions as needed.
• Maintain complete and organized electronic and/or physical accounting records in accordance with Company record-retention requirements.
• Assist with month-end and year-end closing activities, including identifying outstanding invoices and expenses that may require accrual.
• Reconcile assigned general ledger accounts and research discrepancies as needed.
• Assist with internal and external audit requests by gathering invoices, payment documentation, reconciliations, and other supporting records.
• Review accounting information for accuracy and investigate discrepancies or unusual items.
• Work collaboratively with employees, department managers, vendors, and other members of the accounting team to resolve issues in a timely manner.
• Follow established internal controls, accounting procedures, and Company policies.
• Maintain confidentiality of financial, employee, vendor, and Company information.
• Identify opportunities to improve accounts payable processes, documentation, and efficiency.
• Import borrower information into accounting system daily.
• Process funding wires daily, as assigned.
• Process investor purchases daily, as assigned.
• Process goodbye letters daily, as assigned.
• Import Warehouse transactions into accounting system, as assigned.
• Perform other accounting and administrative duties, including Customer Service, as assigned.
• Monitor accounting email inboxes.

Qualifications:

• High school diploma or equivalent required.
• Associate degree in Accounting, Business Administration, or a related field, highly preferred.
• Prior accounts payable, bookkeeping, or general accounting experience, highly preferred.
• Working knowledge of basic accounting principles, general ledger accounts, and accounting terminology.
• Experience processing invoices and reconciling vendor accounts preferred.
• Proficiency with Microsoft Office, particularly Microsoft Excel and Outlook.
• Experience with accounting, ERP, or accounts payable software preferred.
• Ability to learn and effectively use Company accounting and financial systems.

Knowledge, Skills & Abilities

• Strong attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize assignments and meet established deadlines.
• Ability to manage a high volume of transactions while maintaining accuracy.
• Strong analytical and problem-solving skills.
• Ability to research discrepancies and follow issues through to resolution.
• Effective written and verbal communication skills.
• Professional and courteous communication when working with vendors and internal employees.
• Ability to work independently while also contributing effectively as part of a team.
• Ability to appropriately handle confidential and sensitive financial information.
• Ability to adapt to changing priorities and business needs.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment and computer-based accounting systems. The employee must be able to perform detailed computer and accounting work for extended periods and communicate effectively with employees, vendors, and other business partners.

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.