Accounts Payable Specialist

Job Description

Job Description

Accounts Payable Specialist is responsible for full-cycle Accounts Payable processing of vendor invoices, maintaining accurate financial records, ensuring timely payments and examining, verifying, and reconciling a variety of transactions. Responsible for ensuring all invoice submissions adhere to AP policies, procedures, and proper G/L coding. Handles daily processing and matching of invoices to purchase orders/packing slips and/or approvals into ERP system, JD Edwards. Maintains all associated AP files and file storage records (both paper and electronic). 

ESSENTIAL JOB FUNCTIONS:

 

• Process high-volume vendor invoices with accuracy include proper coding, approvals and documentation.
• Prioritize and process, standard, 2-way and 3-way matching of purchase orders, receipts and invoices in accordance with company policy and procedures.
• Review and reconcile vendor statements. Research and resolve discrepancies.
• Prepare and process weekly check and ACH payment runs.
• Maintain vendor records, including W-9s, payment terms and banking information.
• Assist with month-end closing tasks and account reconciliations.
• Communicate with vendors and internal departments regarding invoice and payment inquiries.
• Ensure compliance with company policies, internal controls and applicable regulations.
• Support inventory and manufacturing accounting processes as needed.
• Maintain audit-ready records of email-based AP transactions (paper and electronic).
• Monitor and resolve open items on AP Aging reports greater than 90 days.
• Manage an issues log spreadsheet and lead bi-weekly meetings (via MS Teams) with Gallatin purchasing and warehouse staff to investigate and resolve problems associated with processing of invoices and purchase orders in a timely manner.
• Manage monthly recurring voucher log to ensure all contracts, rents, utilities, allowances, commissions, garnishments, and healthcare premiums are recorded in the proper periods each month. 
• Monitor and manage the shared Accounts Payable email inbox on a daily basis.

OTHER JOB FUNCTIONS:

• Special projects and tasks may be necessary to support management decision making.
• Support audit requirements on a quarterly and annual basis.
• Perform other duties as assigned.

WORKING CONDITIONS/PHYSICAL DEMANDS: 

• Position is hybrid, working from home and in an office environment and sitting at a desk for extended periods of time.
• Uses standard office equipment such as laptop computer, desktop phone and multi-function copier machines.

QUALIFICATIONS/ABILITIES:

• Proficient in Microsoft Excel, Word and 10-key by touch with strong speed and accuracy.
• Excellent soft skills with the ability to exercise good judgment and make decisions in a logical and rational manner.
• Excellent data entry skills with a high degree of accuracy.
• Organized with a strong sense of priority and commitment to deadlines.
• Must be familiar with working in inventory-intensive environment.
• Ability to handle confidential information in a discreet, professional manner.
• Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills.
• Ability to communicate effectively (written and verbally).
• Ability to interact with employees and vendors in a professional manner.
• Ability to work independently and with a team in a fast-paced and high-volume environment with a strong emphasis on accuracy and timeliness.

 

EXPERIENCE/EDUCATION:

 

• High School Diploma or equivalent required; some accounting college coursework preferred.
• Minimum of 3+ years of Accounts Payable in a structured AP environment, Accounting, or related financial experience required. 
• Prior hands-on experience with Oracle or similar ERP systems for invoice processing, vendor maintenance, and payment transactions required.
• Prior hands-on experience using Accounts Payable automation software preferred.