Accounts Payable Specialist

Job Description

Job Description

We are seeking a detail-oriented and organized  Accounts Payable Specialist to manage the accurate and timely processing of vendor invoices, payments, and expense reports. This position will work closely with vendors, internal departments, and the Accounting team to ensure invoices are properly recorded, discrepancies are resolved, and payments are processed in accordance with company policies.

Key Responsibilities

Accounts Payable

• Process a high volume of vendor invoices accurately and efficiently
• Review invoices for proper coding, approvals, supporting documentation, and accuracy
• Match invoices to purchase orders and receiving documentation when applicable
• Enter invoices into the accounting/ERP system
• Research and resolve invoice discrepancies and payment issues
• Maintain accurate accounts payable records and documentation

Payment Processing

• Prepare and process check, ACH, wire, and electronic payments
• Ensure payments are made according to established payment terms
• Maintain payment schedules and vendor aging reports
• Reconcile payment activity and investigate discrepancies
• Assist with weekly payment runs and cash requirements

Vendor Management

• Respond to vendor inquiries regarding invoices, payments, and account balances
• Reconcile vendor statements and resolve outstanding items
• Maintain accurate vendor master files and supporting documentation
• Assist with obtaining and maintaining W-9s and other required tax documentation
• Support annual 1099 preparation and reporting

Month-End Close

• Assist with month-end and year-end closing activities
• Prepare accounts payable accruals and supporting schedules
• Reconcile AP subledger balances to the general ledger
• Review outstanding invoices and identify required accruals
• Provide documentation and reports to the Accounting Manager and Controller

Qualifications

• 2+ years of Accounts Payable experience
• Experience working in a high-volume AP environment preferred
• Strong knowledge of accounting principles and AP processes
• Experience with ERP/accounting systems
• Proficiency in Microsoft Excel and Microsoft Office

Skills & Competencies

• Exceptional attention to detail and accuracy
• Strong organizational and time-management skills
• Ability to manage multiple priorities and meet deadlines
• Strong analytical and problem-solving abilities
• Excellent communication and customer service skills
• Professional vendor relationship management
• Ability to maintain confidential financial information
• Strong follow-through and accountability
• Ability to work independently and as part of a team