Accounts Payable Specialist

Position: Accounts Payable Specialist

Department: Accounting & Finance

Reports to: Controller

Location: Newberg, Oregon

We’re looking for a Senior Accounts Payable Specialist to manage our day-to-day A/P operations and work closely with Supply Chain and Finance on payment terms, cash flow, and vendor payments. In addition to processing invoices and payments, you’ll help determine payment timing, coordinate inventory prepayments, prepare month-end accruals, and reconcile accounts. This role calls for someone who knows A/P well, can spot discrepancies, and is comfortable balancing daily transactions with the broader needs of the business.

JOB SUMMARY

The Accounts Payable Specialist manages the company’s accounts payable process, ensuring invoices, expenses, and other payments are handled accurately and on time. This role works closely with Supply Chain and the Finance Team to coordinate payments, maintain accurate financial records, and support monthly closing activities while helping manage the timing of company cash outflows.

ESSENTIAL FUNCTIONS

• Coordinate payments for company cash outflows, including inventory purchases, operating expenses, and travel reimbursements
• Partner with Supply Chain to establish appropriate payment terms and coordinate any required prepayments for inventory purchases
• Recommend payment timing based on forecasted cash balances
• Match invoices to purchase orders and receiving documents
• Prepare manual checks as needed and process recurring check runs, wire transfers, and ACH transactions
• Manage travel expense reporting, including employee expense reports and company credit card transactions
• Submit forms and updates related to 1099 reporting
• Maintain and file accounting documents in appropriate locations
• Respond to internal and external inquiries regarding expenses and payment status
• Assist with monthly closing procedures, including preparing accounts payable accruals and reconciling accounts payable subledgers to the general ledger
• Reconcile assigned accounts, including prepaid expense and clearing accounts
• Provide backup support for other members of the Finance Team
• Maintain professionalism under pressure, work effectively with others, and demonstrate reliable attendance and punctuality
• Work overtime or additional hours as needed to meet business requirements
• Perform other duties as required

EDUCATION AND EXPERIENCE

• Associate degree with an accounting concentration, 3–5 years of related experience, or an equivalent combination of education and experience
• Experience with modern accounting tools and processes, such as ERP systems, electronic invoice management tools, and Excel

QUALIFICATIONS

• Knowledge of accounts payable processes, invoice matching, and payment processing
• Ability to review financial documents and identify discrepancies
• Basic understanding of general ledger accounts, account reconciliations, and month-end close processes
• Strong attention to detail and accuracy when processing transactions and maintaining records
• Ability to organize and prioritize multiple tasks while meeting deadlines
• Effective written and verbal communication skills when responding to internal and external inquiries
• Proficiency with spreadsheets and accounting systems to review, track, and reconcile financial information

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to talk and hear. The employee is also regularly required to stand, walk, crouch, bend, use hands to finger, handle, or feel and reach with hands and arms.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions, risk of electrical shock, and vibration. Office and travel have moderate noise levels. Machine/Product demonstrations and customer visits can have loud noise levels.

EQUAL EMPLOYMENT OPPORTUNITY

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.

IMPORTANT: You must answer all application questions. Incomplete applications will not be considered.