Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for processing vendor invoices, managing supplier payments, reconciling accounts, and maintaining accurate AP records in a manufacturing environment. The role works closely with Purchasing, Receiving, Warehouse, Operations, and Finance to ensure timely payments, accurate cost recording, and compliance with company policies and internal controls.

Essential Duties and Responsibilities

• Invoice Processing: Review, verify, code, and enter vendor invoices accurately and timely, ensuring appropriate approvals and supporting documentation.
• Purchase Order Matching: Perform three-way matching of purchase orders, receiving records, and vendor invoices, investigating and resolving discrepancies.
• Manufacturing Purchases: Process invoices related to raw materials, chemicals, aerosol cans, valves, packaging materials, maintenance supplies, contract manufacturing, and production services.
• Vendor Management: Maintain accurate vendor master records, resolve supplier inquiries, reconcile vendor statements, and address duplicate invoices or payment discrepancies.
• Freight and Logistics: Review and process freight, transportation, warehousing, and other logistics invoices, ensuring proper allocation and supporting documentation.
• Office and Administrative Expenses: Process and accurately code invoices for office supplies, rent, utilities, telephone, internet, software subscriptions, repairs and maintenance, cleaning services, security, equipment, employee expense reimbursements and any other administrative expenses. Ensure compliance with company policies.
• Account Reconciliation: Reconcile AP subledger balances to the general ledger, investigate outstanding items, and maintain accurate supporting schedules.
• Month-End Close: Assist with AP accruals, goods received but not invoiced (RNI), cutoff procedures, prepaid expenses, and other period close-related activities.
• Internal Controls: Follow established approval limits, segregation-of-duties requirements, and fraud-prevention procedures, including verification of vendor banking changes.
• Audit Support: Provide invoice copies, payment records, reconciliations, and other documentation for internal and external audits.
• Systems and Process Improvement: Maintain organized electronic records, support ERP and AP automation initiatives, and recommend improvements to invoice processing and payment workflows.

Experience

• Associate's or bachelor's degree in Accounting, Finance, or a related field preferred; equivalent relevant experience considered.
• 35 years of accounts payable experience, preferably in a manufacturing or distribution environment.
• Experience with ERP systems and accounting software; SAGE X3 experience is a plus.
• Strong understanding of invoice processing, purchase order matching, vendor reconciliations, and payment controls.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities and deadlines.
• Effective communication and problem-solving skills, with the ability to collaborate across departments.
• Ability to handle confidential financial information with integrity and professionalism