Accounts Payable Specialist II

Accounts Payable Specialist II

The Accounts Payable Specialist II is responsible for the accurate and timely processing of vendor invoices and reconciliation of supplier accounts within a mid-sized manufacturing environment. This role supports accounting operations related to inventory purchases, manufacturing services, capital purchases and vendor management. The position requires intermediate analytical ability and experience working with purchase orders, receiving transactions, and invoice discrepancies. The AP Specialist II serves as a key resource within the Accounts Payable function and collaborates with Purchasing, Receiving, Operations, and Finance to resolve issues and improve processes.

Duties and Responsibilities

Accounts Payable Operations

• Process vendor invoices accurately and in a timely manner, including high-volume and exception-based transactions
• Perform three-way matching of purchase orders, receipts, and invoices
• Verify pricing, quantities, freight, and tax to ensure invoice accuracy
• Ensure proper general ledger coding and compliance with company financial controls
• Maintain documentation within the ERP system

Vendor Reconciliation & Issue Resolution

• Perform monthly vendor statement reconciliations
• Investigate and resolve discrepancies related to pricing, quantities, freight, tax, or receiving
• Respond to vendor inquiries regarding invoices, payments, and account balances
• Work with Purchasing, Receiving, and Operations to resolve PO or receipt discrepancies

Manufacturing & Inventory Support

• Process invoices related to raw materials, components, subcontracted services, and inventory purchases
• Review invoices tied to inventory receipts, capital purchases and manufacturing services
• Assist in resolving price variances, receiving variances, and other exceptions affecting inventory valuation

Process Improvement & Controls

• Identify opportunities to improve AP processes and internal controls

Team Collaboration

• Support the Finance and Accounting team with reporting and analysis

Education and Experience

• Strong understanding of accounts payable processes and vendor reconciliations
• Experience working in a purchase order and three-way match environment
• High attention to detail and accuracy
• Strong analytical and problem-solving skills
• Ability to communicate effectively with vendors and internal departments
• Strong organizational and time-management skills
• Ability to work independently while collaborating effectively with cross-functional teams
• Proficiency in Microsoft Word & Excel

• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred
• Equivalent combination of education and experience may be considered
• 2+ years of accounts payable experience, preferably in a manufacturing or inventory-based environment
• Experience with ERP systems such as SAP Concur, Epicor or similar manufacturing ERP platforms preferred

Additional Requirements

• Ability to communicate effectively with co-workers, supervisors, vendors, and third parties
• Comply with company policies and procedures outlined in the Employee Handbook
• Support company environmental, health, and safety policies and report unsafe conditions
• This job description may be updated periodically and does not alter the at-will employment relationship

About Whelen Engineering

The Whelen Engineering Company is an American corporation that designs and manufactures audio and visual warning equipment for automotive, aviation, and mass notification industries worldwide.

Our Hiring Process

Stage 1: Application

Stage 2: Manager Review

Stage 3: Phone interview

Stage 4: Interview with Hiring Manager

Stage 5: Interview with Team

Stage 6: Offer

Stage 7: Hired