Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for performing full-cycle accounts payable activities to ensure the accurate, timely, and compliant processing and payment of vendor invoices and other company obligations. This role supports accounts payable activities for multiple operating locations within a centralized Shared Services environment. This role reviews and processes invoices, validates three-way match requirements and approval documentation, maintains vendor master data, reconciles vendor accounts, manages the GR/IR clearing account, executes payment runs, and resolves invoice and payment discrepancies. The Accounts Payable Specialist also processes employee expense reports, prepares annual 1099 filings, maintains organized financial records, supports audit requests and monthend close activities, and responds to vendor and employee inquiries. Working collaboratively with internal departments and external vendors, this position helps maintain strong financial controls, supports continuous process improvement initiatives, and contributes to the overall efficiency and effectiveness of the accounting function while ensuring compliance with company policies and regulatory requirements.


Primary Responsibilities

• Review, verify, and process vendor invoices in a timely manner, ensuring appropriate 3-way match documentation and/or appropriate approvals and supporting documentation are obtained in accordance with company policies and internal controls


• Reconcile vendor statements and accounts, researching and resolving discrepancies to maintain accurate account balances


• Investigate and resolve invoice, payment, and vendor related discrepancies by collaborating with vendors and internal stakeholders


• Prepare and execute payment runs, including Checks, ACH and Wire transfers


• Maintain vendor master records, including the setup of new vendors and updates to existing vendor information, ensuring accuracy and compliance with company procedures


• Review and process employee expense reports for accuracy, completeness and adherence to company travel and expense policies


• Maintain organized accounts payable records and documentation to support audit, compliance, and record retention requirements


• Respond to vendor and employee inquiries regarding invoices, payments, and expense reimbursements in a professional and timely manner


• Review and manage the GR/IR clearing account, investigating and resolving unmatched purchase orders, goods receipts, and invoices to maintain accurate account balances and support monthend close activities


• Support process improvement, automation, and system enhancement initiatives to enhance efficiency, accuracy, and effectiveness within the accounts payable function


• Timely preparation and filing of annual 1099 forms to IRS and recipients


• Assist with data gathering for financial audits


• Support other accounting projects as needed


• Assist with other ad-hoc projects based on business needs


• Perform additional duties and assignments as directed


Basic Qualifications

• Education and Experience: Associate degree in accounting preferred; two or more years related experience.


• Language Skills: Excellent communication (verbal and written) and administrative skills; exceptional organization and time management skills. Fast paced environment, so ability to meet all assigned deadlines is key.


• Software knowledge: Previous experience with SAP preferred, proficiency in Microsoft Office products is required.


Preferred Qualifications


Interpersonal Skills:


• Ability to write in a clear and concise manner


• Good time management and problem-solving skills


Technical Skills:


• Intermediate knowledge of MS Excel, including pivot tables and Vlookups.


• ERP systems experience (SAP preferred)


• Mathematical skills


Other Skills:


• Strong organizational skills


• Excellent attention to detail to ensure accuracy


• Action orientation and a sense of urgency


• Ability to work under pressure and maximize efficiency


• Ability to learn new systems in a timely manner and adapt to changing processes and procedures


• Ability to work well independently as well as part of a team


• Ability to maintain confidentiality and handle sensitive information • Commitment to process improvement and operational efficiency

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