ACCOUNTS PAYABLE SPECIALIST

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for managing and processing all invoices received for payment, ensuring accuracy, timeliness, and compliance with company policies. This role plays a key part in maintaining strong vendor relationships and supporting overall financial operations.

Key Responsibilities

• Review, verify, and process vendor invoices and expense reports.
• Match purchase orders, receipts, and invoices for accuracy.
• Prepare and execute payments via check, ACH, or wire transfer.
• Maintain organized and up-to-date accounts payable records.
• Reconcile vendor statements and resolve discrepancies.
• Respond to vendor inquiries in a timely and professional manner.
• Assist with month-end closing, including accruals and reporting.
• Ensure compliance with company policies and accounting standards.
• Support audits by providing required documentation.

QuickBooks Responsibilities

• Enter and code vendor bills accurately within QuickBooks.
• Manage vendor records and ensure proper setup in the system.
• Process payments and track transaction history using QuickBooks tools.
• Reconcile accounts payable balances within QuickBooks.
• Generate financial reports (AP aging, expense reports, vendor summaries).
• Assist with QuickBooks month-end and year-end closing procedures.
• Identify and troubleshoot discrepancies within QuickBooks data.

Qualifications

• Associate or bachelor's degree in accounting, Finance, or related field (preferred).
• 1 3+ years of accounts payable or general accounting experience.
• Proficiency in QuickBooks (required or strongly preferred).
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and problem-solving abilities.

Preferred Skills

• Experience with ERP systems or accounting software.
• Knowledge of basic accounting principles.
• Microsoft Excel proficiency (pivot tables, VLOOKUP, etc.).

Work Environment

• May prepare summary sheets or other work papers for supervisor's or auditor's use in preparing comprehensive financial statements.
• May audit and proof accounting or other reports for clerical accuracy and conformance to department, county and state procedures.
• May perform secretarial functions as needed for assigned staff members(s).

Special Requirements

• Employees must complete the required courses as described by Human Resources for all employees.
• This description presents the major responsibilities required for this job title. Individual positions may require the performance of additional duties as assigned.

Budget Responsibility

• Secure and maintain work environment, PC, Phone and other assigned equipment.