Accounts Payable Specialist

The Accounts Payable Specialist will be responsible for managing the company's outgoing procure‑to‑pay process in an accurate and timely manner, maintaining financial records, processing invoices, and ensuring timely vendor payments. Essential Duties and Responsibilities Responsible for the company's procure‑to‑pay process. Invoice entry – ensure invoices are accurate per purchasing documents. Payment processing – prepare weekly payment batches accurately and timely in accordance with purchasing policies and procedures. Maintain schedules to track and ensure vendors are paid on time each week. Reconcile and review AP aging weekly, following up to close any open AP invoices that are over a month old. Maintain organized AP documentation and supporting records/files. Assist managers in obtaining accurate and appropriate approvals of purchase orders in accordance with company policy. Process purchase orders (POs), confirming all necessary approvals are obtained, and maintain PO records. Prepare other transactions posted through the AP sub‑ledger. Monitor the AP three‑way match process to ensure vendor invoices are appropriate before processing payments, reviewing transactions for correct GL and department classification. Ensure the AP vendor master information is up to date. Review and submit vendor statement reconciliations for monthly approval; resolve vendor issues on an ongoing basis. Maintain professional relationships with vendors and internal customers, providing proactive customer service and assisting with inquiries regarding account status and other requests. Reconcile the AP ledger to ensure all bills and payments are accounted for and properly posted. Reconcile AP bank transactions daily. Process and certify employee expense reports, ensuring expenses are reimbursed promptly. Develop and maintain the accounts payable procedure manual. Assist the accounting team in identifying potential bottlenecks or issues and recommend resolutions. Assist the Staff Accountant with period‑end close procedures, including performing account reconciliations. Assist the Staff Accountant with external audit requests. Assist the Procurement Manager in contacting vendors to obtain necessary documents for processing invoices and payments, such as W9s, payment/bank details, and updates to vendor information. Assist with 1099 preparation and distribution at year‑end. Assist with special projects as assigned. Other duties as needed. Minimum Qualifications (Knowledge, Skills, and Abilities) Associate’s degree in a related field or high school diploma/GED with a minimum of two years of related accounting experience. Bachelor’s degree is a plus. Minimum two years of accounts payable and analysis experience. Experience with ERP systems (NetSuite, JD Edwards, etc.). Experience with Stampli or another AI‑powered AP system and Certify is a plus. Proficiency in Microsoft Windows environment with basic internet and email skills. Basic MS Excel skills (create and modify spreadsheets). Excellent analytical, oral, and written communication skills required for frequent interaction with financial and non‑financial management. Accurate data entry and good mathematical skills. Superb attention to detail, strong planning and organization skills, and the ability to multi‑task, prioritize, and deliver in a fast‑paced, dynamic environment. Self‑starter with a business focus and an entrepreneurial spirit. Excellent work ethic and dependability. Aptitude to learn new technology and systems. Ability to work both independently and in a team environment. Customer service‑centric with a concern for quality and deadlines. Ability to work within multiple entities using different GL and department coding, if applicable. Ability to work beyond standard hours, including overtime, audit season, and month‑end close. #J-18808-Ljbffr