Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for ensuring timely and accurate processing of all invoices, vendor payments, and expense reports. They help manage company finances by maintaining strong relationships with suppliers and vendors. This role is vital to ensure compliance with financial and contractual regulations as well as ensuring smooth financial operations.

Key Responsibilities

Invoice Processing:

• Review and verify invoices for accuracy, ensuring that all necessary approvals are obtained.
• Match invoices to purchase orders and receipts to ensure consistency.
• Enter invoices into the accounting system and ensure all details are captured correctly.

Vendor Management:

• Maintain accurate records of vendor accounts and update contact details regularly.
• Communicate with vendors regarding payment status and resolve any discrepancies.
• Process and manage vendor credit memos.

Payment Processing:

• Process and schedule payments (via checks, ACH transfers, wire payments, etc.).
• Prepare payment runs and ensure timely disbursement of funds.
• Ensure payments comply with company policies and adhere to payment terms.

Expense Reports:

• Review and process employee expense reports in accordance with company policy.
• Reconcile discrepancies in expense reports and work with employees to resolve any issues.

Credit Cards:

• Maintain electronic credit card system keeping updated with approval workflows and integration with accounting system in accordance with company policies.
• Review and process credit card transactions between credit card and accounting systems.
• Reconcile discrepancies.

Recordkeeping & Reporting:

• Maintain organized records of all invoices, payments, and related documentation for future reference and audits.
• Assist in month-end and year-end closing activities, including reconciling Accounts Payable transactions.

Compliance:

• Ensure compliance with company policies, financial regulations, and contract requirements.
• Prepare documents and reports for audits as needed.

Skills and Qualifications

• High school diploma required.
• Associate's degree or Bachelor's degree in accounting, finance, or related field preferred.
• One to two years' experience in accounts payable or a related financial role preferred.
• Familiarity with accounting software (e.g., QuickBooks) and Microsoft Excel.
• Ability to spot errors and discrepancies in transactions and system integrations.
• Strong verbal and written communication to interact with vendors and internal teams.
• Ability to manage multiple tasks and prioritize efficiently.

Key Competencies

• Strong analytical and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Team player with the ability to work independently.

Working Conditions

• Full-time position (standard office hours).
• May involve occasional overtime during month-end or year-end closing periods.