Accounts Payable Specialist

Job Description ACCOUNTS PAYABLE SPECIALIST Responsible for managing and executing the organization’s accounts payable functions, including processing invoices with Purchase Orders, reconciling vendor statements, and ensuring timely reports to the President or CFO of this Company. It is essential to maintain accurate financial records while building strong relationships with our vendors. This position typically works within the accounting department and collaborates closely with other departments such as operations and their associated employees. You must be familiar with job cost accounting. Construction accounting will be a plus. Invoice Processing Verify appropriate authorization and coding for all invoices. Match invoices with purchase orders and receiving documents. Enter invoices into the accounting system; purchase order entry, receiver entry, invoice entry and payment processing. Payment Management Schedule and process payments, including checks and ACH payments. Monitor payment schedules to ensure timely disbursements and avoid late fees. Address and resolve payment discrepancies and issues with vendors. Account Reconciliation Reconcile vendor statements monthly to ensure accounts are accurate and up to date. Investigate and resolve outstanding balances or discrepancies. Assist with month‑end closing activities, including reconciliations and accruals. Maintain detailed records of transactions and reconciliations. Compliance and Documentation Ensure compliance with company policies, internal controls and regulatory requirements. Maintain manual (paper) organized records of invoices, payments and other accounts payable documentation. Assist with audit preparation by providing required documentation and explanations. Process Improvement Identify and recommend improvements to accounts payable processes. Collaborate with the finance department to streamline workflows and enhance efficiency. Stay updated on best practices, changes in accounting regulations and technological advancements related to accounts payable processes. Reporting Relationships Position reports to: The Chief Financial Officer (CFO). Position(s) supervised: CFO. Qualifications Education High school diploma or equivalent Associate or bachelor’s degree considered a plus. Required Knowledge Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle, Viewpoint) and Microsoft Office 365 including Excel and Outlook. Experience Required Proven experience as an accounts payable clerk or similar role. Familiarity with Enterprise Resource Planning systems and job cost accounting software is preferred. Job cost and construction accounting experience a plus. Skills & Abilities Excellent communication and interpersonal skills for effective interaction with vendors and internal stakeholders. Strong attention to detail and accuracy. Exceptional ability to maintain paper files. Excellent organizational and time management skills. Ability to prioritize tasks and meet deadlines in a fast‑paced environment. Effective written and verbal communication skills. Ability to work independently as well as collaboratively within departments. Must be able to lift boxes of office supplies, etc., up to 25 pounds. Company Description Austin Filter Systems, Inc. is a civil construction company working throughout the State of Texas. Our corporate office is located in Leander, TX. Our primary business office has a small staff with six to eight employees, but we maintain 50–99 employees working on our multiple job sites statewide at any given time. The primary duties required are typical job cost accounts payable; compiling documents from various places into a neat and concise packet; invoice, receivers, etc. PO data entry, receiver entry and entry into the AP module and selecting for payment after upper management reviews the current list. Filing into designated filing cabinets. #J-18808-Ljbffr