Accounts Payable Specialist

Job Description

Job Description

We are looking for an Accounts Payable Specialist to join a Contract assignment supporting the accounting team in Wauwatosa, Wisconsin. This onsite role is ideal for someone who is comfortable managing invoice flow, coordinating timely vendor payments, and keeping financial records accurate in a fast-paced environment. The position offers hands-on exposure to core payables and general accounting activities while working in a business casual setting with onsite parking.

Responsibilities:
• Manage the full invoice cycle by reviewing, coding, and entering vendor bills accurately in QuickBooks Desktop.
• Add invoice details into ServiceTitan and generate purchase orders when supporting documentation or job activity requires it.
• Route payment items for internal approval, then prepare approved disbursements for timely processing.
• Produce vendor checks, coordinate required signatures, and ensure payments are distributed correctly by mail or other approved methods.
• Create and submit Positive Pay files to the banking partner to support payment security and fraud prevention.
• Reconcile vendor statements, investigate account variances, and resolve payment-related issues through research and follow-up.
• Handle company credit card activity by matching receipts, recording transactions, and completing statement reconciliations.
• Track and allocate fleet and fuel spending using Excel and QuickBooks while maintaining accurate supporting records.
• Process recurring payables, support permit and construction-related payments, and assist with daily deposits, mail handling, and banking tasks.
• Respond to accounting inquiries from internal teams and help correct data entry or account coding issues as needed.• At least 3 years of experience in accounts payable or a closely related accounting position.
• Proficiency with QuickBooks Desktop in a high-volume transaction environment.
• Practical experience with invoice coding, payment processing, check runs, and ACH-related activities.
• Strong Excel skills with the ability to organize data, track expenses, and support reconciliations.
• Solid attention to detail and the ability to maintain accuracy across multiple financial tasks.
• Demonstrated ability to identify discrepancies, research root causes, and complete resolutions independently.
• Effective communication skills and a dependable follow-up approach when working with vendors and internal departments.