Accounts Payable Specialist

Accounts Payable Specialist

Job Description

This Accounts Payable Specialist role focuses on accurately processing vendor invoices, maintaining organized financial records, and supporting a growing organization in the clean energy industry. You will manage end-to-end accounts payable activities using QuickBooks Online and related tools, ensure timely and accurate payments, and collaborate closely with vendors and internal teams. This position is ideal for someone who enjoys detail-oriented work, cares about process accuracy, and is motivated by contributing to an eco-friendly mission.

Responsibilities

• Retrieve invoices from email and physical mail, organize them, and save them as PDF files for accurate and consistent recordkeeping.

• Enter vendor invoices and related accounts payable transactions into QuickBooks Online, ensuring accuracy and completeness.

• Analyze and process accounts payable transactions, verifying amounts, approvals, and supporting documentation.

• Code invoices, vouchers, expense reports, check requests, and similar documents with the correct general ledger and cost center codes according to standard procedures.

• Ensure all coded items conform to established accounting policies and procedures for proper entry into the accounting system.

• Handle all vendor correspondence via phone and email, including responding to inquiries and providing payment status updates.

• Investigate and resolve issues related to invoice processing, such as discrepancies, missing information, or payment questions.

• Reconcile various accounts on a monthly basis to ensure accuracy of accounts payable records and identify any variances.

• Assist with monitoring and reporting activities related to the Procurement Card program, including tracking usage and supporting documentation.

• Collaborate with internal stakeholders to ensure timely approvals and smooth accounts payable workflows.

• Maintain organized digital and physical files to support audits, reporting, and internal controls.

Essential Skills

• 1-2 years of accounts payable experience, including hands-on invoice processing and vendor management.

• Proficiency with QuickBooks, preferably QuickBooks Online, for entering and managing accounts payable transactions.

• Basic proficiency in Microsoft Excel, including working with spreadsheets and performing standard data entry and analysis.

• Ability to accurately code invoices, vouchers, expense reports, and check requests in alignment with standard accounting procedures.

• Strong attention to detail and accuracy in data entry and account reconciliation.

• Effective written and verbal communication skills for handling vendor correspondence via phone and email.

• Ability to investigate and resolve invoice processing issues in a timely and professional manner.

• Capability to perform monthly account reconciliations and identify discrepancies.

Additional Skills & Qualifications

• Experience with Salesforce or similar customer relationship management (CRM) software.

• Experience using Bill.com or similar accounts payable automation tools.

• Degree preferred in accounting, finance, business, or a related field.

• Experience using Excel functions such as VLOOKUP is preferred.

• Interest in or alignment with the clean energy and eco-friendly industry.

• Comfort working with multiple systems and tools to support accounts payable and reporting processes.

Work Environment

This role is fully in-office, with a standard schedule of 8:00 a.m. to 5:00 p.m. and the option for a flexible schedule such as 7:00 a.m. to 4:00 p.m., depending on business needs. You will work in a professional office environment that supports a growing organization in the clean energy sector. The team values individuals who are enthusiastic about sustainability and eco-friendly initiatives. You will use tools such as QuickBooks Online, Excel, Salesforce, and Bill.com to manage daily tasks. The setting is collaborative and process-oriented, with a focus on accuracy, organization, and supporting the company's mission in clean energy.

Contact Me: Kaitland Clawson, Recruiter Practice Lead

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Job Type & Location

This is a Contract to Hire position based out of Virginia Beach, VA.

Pay and Benefits

The pay range for this position is $18.50 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Virginia Beach,VA.

Application Deadline

This position is anticipated to close on Aug 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.