Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for overseeing and executing the company's accounts payable operations, including vendor invoices and corporate credit card activity. This role ensures timely, accurate, and compliant processing of payables and AMEX charges, supports cash management, and maintains the integrity of financial records and vendor relationships.

Duties and Responsibilities

• Perform and oversee the full lifecycle of accounts payable processing, including receiving, reviewing, and entering vendor invoices, ensuring accuracy, proper approvals, and matching to purchase orders, receiving documentation, and contract requirements. Maintain and monitor the AP inbox.
• Prepare and process payment runs (checks, ACH, and wire transfers) in compliance with company policies, vendor terms, and government contracting requirements.
• Set up and maintain vendor records, including ACH enrollment, W-9 validation, and compliance documentation.
• Independently book, review, and reconcile all AMEX (corporate credit card) charges, ensuring proper coding, approvals, supporting documentation, and compliance with company travel and expense policies.
• Perform monthly AMEX and AP reconciliations; investigate and resolve discrepancies, aged items, and audit exceptions.
• Reconcile vendor statements and resolve unpaid, duplicate, or misapplied invoices and charges.
• Serve as a primary point of contact for vendor and internal inquiries related to payments, invoice discrepancies, and corporate credit card activity, providing timely and accurate responses.
• Maintain complete, accurate, and audit-ready AP and AMEX documentation to support internal audits, external audits, DCAA reviews, and government compliance requirements.
• Prepare and analyze AP aging reports, cash disbursement schedules, and support documentation for audits and management review.
• Ensure compliance with internal controls, accounting standards, and applicable federal regulations, including FAR, cost allowability, and documentation standards.
• Support month-end and year-end close processes by ensuring all payables, accruals, and AMEX liabilities are accurately recorded and reconciled.
• 1099 preparation and reporting.
• Identify control gaps and recommend process improvements to strengthen compliance, efficiency, and audit readiness.
• Collaborate closely with Accounting, Finance, Contracts, and Procurement teams to ensure accurate cost allocation and compliance with contract requirements.
• Perform other duties as assigned.

Required Qualifications

• Bachelor's degree and 2+ years of related experience (or 6 years of related experience in lieu of a degree)
• Hands-on accounts payable experience
• Experience working for government contractors
• Experience booking and reconciling corporate credit card charges (AMEX preferred)
• Demonstrated experience working in audit-heavy or highly regulated environments
• Strong understanding of internal controls, documentation standards, and accounting principles
• Proficiency in Microsoft Office Suite, particularly Excel

Preferred Qualifications

• Experience in a government contracting environment with familiarity with FAR and cost allowability requirements
• Microsoft Dynamics Business Central experience strongly preferred
• Experience supporting internal, external, or government audits (e.g., DCAA)

Benefits

• Health benefits
• Medical
• Dental
• Vision
• Basic life with AD&D
• Short term disability
• Long term disability
• Ancillary (Voluntary life with AD&D, accident, critical illness, hospital, and pet)
• Spending accounts (HSA, FSA, and DCFSA)
• Paid time off
• Holidays
• 401(k) (including company match)
• Tuition reimbursement
• Leaves (Parental, maternity, and military)
• Annual discretionary bonus (for eligible roles)

Trident Systems reserves the right to change or assign other duties to this position.

Trident Systems is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.