Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist plays a key role in ensuring accurate, timely, and compliant processing of vendor invoices, expense reports, and customer billing within a busy accounting environment. This position audits and reconciles a variety of financial transactions, supports both accounts payable and accounts receivable activities, and contributes to efficient month-end and year-end closing processes while partnering closely with purchasing and field service teams.

Responsibilities:

• Audit vendor invoices by verifying them against purchase orders and packing slips, investigate discrepancies, and enter approved vouchers into the accounting system.
• Reconcile and post accounts payable batches within the accounting platform to ensure accurate and up-to-date ledgers.
• Process field service expense reports by printing, reviewing, reconciling, allocating costs to specific jobs, and entering all data into the accounting system.
• Manage purchase order line items for vendor shipments delivered directly to customers, ensuring proper documentation and cost allocation.
• Reconcile weekly UPS invoices and record them accurately in the accounting system.
• Handle the monthly American Express statement by printing, reviewing, reconciling, allocating charges to job costs, and entering the information into the accounting system.
• Review and process LTL freight invoices, including internal and intercompany charges, and enter them into the accounting system.
• Process utility invoices for multiple sites and ensure timely and accurate entry into the accounting system.
• Provide transactional support to purchasing department staff as needed, including resolving invoice and purchase order issues.
• Print accounts payable checks and obtain all required authorized signatures prior to disbursement.
• Maintain and replenish the petty cash fund as necessary, ensuring proper documentation and controls.
• Process new customer credit applications for review and approval by the Controller.
• Organize and maintain customer documentation, including credit applications, W-9 forms, and sales tax certificates, in an orderly and accessible manner.
• Create job entries in the expense tracking system to support accurate job cost allocation.
• Upload shipping documentation to the centralized multi-site tracking system to maintain complete and accurate shipment records.
• Prepare, process, and post progress billings in the accounting system in coordination with project and operations teams.
• Collect, attach, and scan packing slips to customer invoices for accounts receivable to ensure complete billing support.
• Apply and post customer payments to the accounting system and the bank, as applicable, ensuring correct application of funds.
• Support month-end and year-end closing activities as requested, including reconciliations and reporting tasks.

Essential Skills:

• Minimum of 3 years of experience in accounts payable.
• Strong hands-on experience with accounts payable processes, including invoice processing and three-way matching.
• Proficiency in working with purchase orders, packing slips, and vendor invoices to ensure accurate matching and reconciliation.
• Demonstrated ability to perform detailed reconciliations for accounts payable batches, freight invoices, utility invoices, and credit card statements.
• Experience with accounts payable and accounting systems for entering, posting, and tracking financial transactions.
• Ability to manage multiple invoices and expense reports across various vendors, sites, and job cost centers.
• Strong organizational skills for maintaining customer documentation such as credit applications, W-9 forms, and sales tax certificates.
• Attention to detail and accuracy in reviewing, allocating, and posting financial data.
• Ability to support both accounts payable and accounts receivable functions, including progress billings and customer payment application.

Additional Skills & Qualifications:

• Experience with three-way matching of invoices, purchase orders, and packing slips.
• Background in job cost allocation and expense tracking for projects or field service work.
• Familiarity with freight billing, including LTL freight and intercompany charges.
• Comfort working with multi-site utility invoices and centralized tracking systems.
• Experience processing corporate credit card statements, such as American Express, including detailed reconciliation and job cost allocation.
• Ability to collaborate effectively with purchasing, field service, and accounting team members.
• Strong time management skills for handling weekly, monthly, and year-end financial tasks in a high-volume environment.
• Interest in professional growth within a large organization offering advancement opportunities.

Work Environment:

This role is based in an office environment on the north side of Jacksonville and operates on a standard in-office schedule, five days per week. You will work as part of a close-knit accounting team of four, including leadership support, in a collaborative setting that emphasizes accuracy, accountability, and continuous improvement. The organization is a large employer with room for growth, offering exposure to multi-site operations, centralized tracking systems, and a variety of accounting processes spanning accounts payable, accounts receivable, purchasing support, and project cost tracking.

Job Type & Location:

This is a Contract to Hire position based out of Jacksonville, FL.

Pay and Benefits:

The pay range for this position is $23.00 - $25.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Jacksonville, FL.

Application Deadline:

This position is anticipated to close on Sep 26, 2026.