AP Specialist

AP Specialist A/P

Fort Worth, Texas

Position Summary:

We are seeking a detail-oriented Accounts Payable Analyst/Staff Accountant to manage the full-cycle accounts payable process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. This role requires strong knowledge of internal controls, vendor compliance (W-9/TIN matching, COI tracking), and advanced Excel skills to support accurate, timely, and compliant AP operations.

Key Responsibilities

Vendor Master & Compliance:

• Set up, maintain, and periodically audit vendor master records
• Collect and validate W-9 forms; perform IRS TIN matching before vendor activation
• Track Certificates of Insurance (COI); monitor expirations and drive renewals
• Support accurate 1099 classification and year-end filing

Invoice Processing & 3-Way Matching (PO / Receipt / Invoice):

• Match invoices to PO and receiving documentation before payment release
• Research and resolve price/quantity/terms discrepancies
• Code invoices to correct GL accounts and cost centers

Payments:

• Prepare payment runs (check, ACH, wire) within approval workflow

Corporate Credit Card Program:

• Monthly transaction coding and receipt collection
• Statement reconciliation and policy-exception follow-up

Internal Controls:

• Support audit requests with documentation
• Maintain AP SOPs

Technical Skills Job-specific knowledge and functional proficiencies required to execute the responsibilities above.

Skill - Applied To:

Vendor master data management - Vendor onboarding, record accuracy, deactivation

W-9 collection & IRS TIN matching - Vendor activation, tax compliance

COI tracking & compliance monitoring - Vendor risk management

1099 classification & year-end filing support - Tax reporting accuracy

3-way match (PO / Receipt / Invoice) - Payment accuracy, fraud prevention

GL coding & cost center allocation - Financial reporting accuracy

AP payment processing (check / ACH / wire) - Payment execution

Corporate credit card reconciliation - Spend management, GL close

Internal controls & segregation of duties - Risk mitigation, audit readiness

Audit support & SOP documentation - Compliance, process consistency

Excel (intermediateadvanced: VLOOKUP/XLOOKUP, pivot tables, SUMIFS) - Reconciliations, data analysis

ERP / AP systems - Daily transaction processing

Soft Skills Behavioral and interpersonal competencies that support success in this role.

Skill - Why It Matters:

Attention to detail - Catches discrepancies before they become payment errors

Integrity & trustworthiness - Handles sensitive vendor, banking, and payment data

Organization & time management - Manages high invoice volume and compliance deadlines

Vendor relationship management - Resolves disputes without damaging vendor relationships

Cross-functional communication - Coordinates with purchasing, receiving, budget owners

Diplomacy / tact - Enforces policy with cardholders/requesters without friction

Analytical thinking - Traces discrepancies to root cause

Sound judgment / ethical decision-making - Flags fraud risk or unusual vendor requests

Adaptability - Adjust to process/system changes and shifting priorities

Reliability & accountability - Owns deadlines with minimal oversight

Discretion & confidentiality - Protects TIN, banking, and financial data

Composure under pressure - Maintains accuracy during close/audit crunch periods

Qualifications Required:

• Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience)
• 2+ years of accounts payable or staff accounting experience
• Hands-on experience with vendor master data management
• Working knowledge of W-9 collection and IRS TIN matching processes
• Experience with 3-way match (PO, receipt, invoice) processes
• Intermediate Excel skills
• Understanding of internal control principles related to AP/procurement

Preferred:

• Experience managing Certificates of Insurance (COI) tracking/compliance
• Corporate credit card program administration experience
• Familiarity with ERP/AP systems
• Experience supporting internal or external audits
• Knowledge of 1099 filing requirements