Accounts Payable Specialist

Job Description

Job Description

Job Title: Accounts Payable Specialist
Job Description

The Accounts Payable Specialist supports the full cycle of accounts payable and related accounting activities, ensuring accurate, timely, and well-documented financial transactions. This role audits and processes vendor invoices and expenses, manages job cost allocations, assists with accounts receivable postings, and supports month-end and year-end close. The specialist collaborates closely with purchasing and accounting team members to maintain organized records and smooth financial operations.

Responsibilities

• Audit vendor invoices by verifying details against purchase orders and packing slips, investigating discrepancies, and entering approved vouchers into the accounting system.
• Reconcile and post accounts payable batches within the accounting platform to ensure accurate and up-to-date records.
• Process field service expense reports by printing, reviewing, reconciling, allocating costs to specific jobs, and entering the information into the accounting system.
• Manage purchase order line items for vendor shipments delivered directly to customers, ensuring proper documentation and accurate posting.
• Reconcile weekly UPS invoices and record them in the accounting system in a timely and accurate manner.
• Handle the monthly American Express statement by printing, reviewing, reconciling, allocating expenses to job costs, and entering the statement into the accounting system.
• Review and process LTL freight invoices, including internal and intercompany charges, and enter them into the accounting system.
• Process utility invoices for multiple sites and enter them into the accounting system with correct coding and allocations.
• Provide transactional support to purchasing department staff as needed, including research, documentation, and data entry related to payables and orders.
• Print accounts payable checks and obtain all required authorized signatures prior to distribution.
• Maintain and replenish the petty cash fund as necessary, ensuring proper documentation and reconciliation.
• Process new customer credit applications and prepare them for review and approval by the Controller.
• Organize and maintain customer documentation, including credit applications, W-9 forms, and sales tax certificates, in an orderly and accessible manner.
• Create job entries in the expense tracking system to enable accurate job cost allocation and reporting.
• Upload shipping documentation to the centralized multi-site tracking system to support accurate tracking and billing.
• Prepare, process, and post progress billings in the accounting system in coordination with project or job requirements.
• Collect, attach, and scan packing slips to customer invoices for accounts receivable to ensure complete billing support.
• Apply and post customer payments to the accounting system and the bank, as applicable, ensuring accurate cash application.
• Support month-end and year-end closing activities as requested, including reconciliations, documentation, and reporting support.

• Hands-on experience in accounts payable, including invoice processing and payable reconciliation.
• Proficiency with purchase orders and three-way matching of invoices, purchase orders, and packing slips.
• Ability to reconcile accounts payable batches and various vendor statements accurately.
• Experience allocating expenses to job costs and working within an accounting system or platform.
• Strong attention to detail and accuracy in data entry and documentation.
• Ability to manage multiple tasks and deadlines in a structured accounting environment.
• Solid understanding of basic accounting principles related to payables and receivables.

• Background in accounts payable or a similar accounting support role.
• Experience processing freight, utility, and credit card invoices.
• Familiarity with expense tracking systems and multi-site documentation or tracking tools.
• Experience supporting month-end and year-end close activities.
• Strong organizational skills for managing customer documentation and financial records.
• Ability to collaborate effectively with purchasing and accounting team members.

This position works on-site in an office environment five days a week as part of a small, collaborative accounting team of four. The role uses an accounting platform and related tracking systems to process invoices, payments, and job costs. The setting is structured and detail-oriented, with a focus on accuracy, documentation, and teamwork in supporting day-to-day financial operations.

Job Type & Location

This is a Contract to Hire position based out of Jacksonville, FL.

The pay range for this position is $23.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Jacksonville,FL.

This position is anticipated to close on Jun 17, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.