Accounts Payable Specialist

The Accounts Payable (AP) Specialist is responsible for processing vendor invoices, managing payments, reconciling vendor accounts, and ensuring accurate and timely payment of company expenses. This position supports the accounting department by maintaining accurate financial records, resolving invoice discrepancies, and ensuring compliance with company policies and accounting procedures.

Key Responsibilities

• Invoice Processing: Receive, review, verify, code, and enter vendor invoices into the accounting system accurately and timely.
• Payment Processing: Prepare and process vendor payments through ACH, wire transfers, checks, and other approved payment methods.
• Vendor Management: Maintain vendor records, verify vendor information, and respond to vendor inquiries regarding invoices and payment status.
• Account Reconciliation: Reconcile vendor statements, research discrepancies, and resolve outstanding balances.
• Expense Management: Review employee expense reports and credit card transactions for proper documentation, coding, and approval.
• Month-End Closing: Assist with month-end closing activities, including accounts payable accruals, reconciliations, and preparation of supporting schedules.
• Internal Controls: Ensure invoices have appropriate approvals and supporting documentation in accordance with company policies.
• Record Maintenance: Maintain organized electronic and physical records of invoices, payment confirmations, and other accounts payable documents.
• Audit Support: Provide documentation and information required for internal and external audits.
• Process Improvement: Identify opportunities to improve accounts payable workflows, increase efficiency, and reduce processing errors.
• Cross-Functional Collaboration: Work closely with Procurement, Operations, Finance, and other departments to resolve invoice and payment issues.

Qualifications and Requirements

• 2–5 years of experience in accounts payable or general accounting.
• Knowledge of accounting principles and accounts payable procedures.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Experience with accounting or ERP systems such as SAP, Oracle, NetSuite, QuickBooks, or Microsoft Dynamics preferred.
• Strong attention to detail and organizational skills.
• Excellent communication, analytical, and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines.
• Understanding of confidentiality, internal controls, and financial compliance requirements.