AP Specialist

Job Description Job Description AP Specialist 10948 Job Description Position Summary We are seeking a detail-oriented Accounts Payable Analyst / Staff Accountant to manage the full-cycle accounts payable process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. This role requires strong knowledge of internal controls, vendor compliance (W-9/TIN matching, COI tracking), and advanced Excel skills to support accurate, timely, and compliant AP operations. Key Responsibilities Vendor Master & Compliance Set up, maintain, and periodically audit vendor master records Collect and validate W-9 forms; perform IRS TIN matching before vendor activation Track Certificates of Insurance (COI); monitor expirations and drive renewals Support accurate 1099 classification and year-end filing Invoice Processing & 3-Way Matching (PO / Receipt / Invoice) Match invoices to PO and receiving documentation before payment release Research and resolve price/quantity/terms discrepancies Code invoices to correct GL accounts and cost centers Payments Prepare payment runs (check, ACH, wire) within approval workflow Corporate Credit Card Program Monthly transaction coding and receipt collection Statement reconciliation and policy-exception follow-up Internal Controls Support audit requests with documentation Maintain AP SOPs Technical Skills Job-specific knowledge and functional proficiencies required to execute the responsibilities above. Skill Applied To Vendor master data management Vendor onboarding, record accuracy, deactivation W-9 collection & IRS TIN matching Vendor activation, tax compliance COI tracking & compliance monitoring Vendor risk management 1099 classification & year-end filing support Tax reporting accuracy 3-way match (PO / Receipt / Invoice) Payment accuracy, fraud prevention GL coding & cost center allocation Financial reporting accuracy AP payment processing (check / ACH / wire) Payment execution Corporate credit card reconciliation Spend management, GL close Internal controls & segregation of duties Risk mitigation, audit readiness Audit support & SOP documentation Compliance, process consistency Excel (intermediate–advanced: VLOOKUP/XLOOKUP, pivot tables, SUMIFS) Reconciliations, data analysis ERP / AP systems Daily transaction processing Soft Skills Behavioral and interpersonal competencies that support success in this role. Skill Why It Matters Attention to detail Catches discrepancies before they become payment errors Integrity & trustworthiness Handles sensitive vendor, banking, and payment data Organization & time management Manages high invoice volume and compliance deadlines Vendor relationship management Resolves disputes without damaging vendor relationships Cross-functional communication Coordinates with purchasing, receiving, budget owners Diplomacy / tact Enforces policy with cardholders/requesters without friction Analytical thinking Traces discrepancies to root cause Sound judgment / ethical decision-making Flags fraud risk or unusual vendor requests Adaptability Adjust to process/system changes and shifting priorities Reliability & accountability Owns deadlines with minimal oversight Discretion & confidentiality Protects TIN, banking, and financial data Composure under pressure Maintains accuracy during close/audit crunch periods Qualifications Required Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience) 2+ years of accounts payable or staff accounting experience Hands-on experience with vendor master data management Working knowledge of W-9 collection and IRS TIN matching processes Experience with 3-way match (PO, receipt, invoice) processes Intermediate Excel skills Understanding of internal control principles related to AP/procurement Preferred Experience managing Certificates of Insurance (COI) tracking/compliance Corporate credit card program administration experience Familiarity with ERP/AP systems Experience supporting internal or external audits Knowledge of 1099 filing requirements Company Description Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We’ve been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the "Best Places to Work" multiple times. Thomas Edwards Group also made the "Inc. 5000 list" in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals. Company Description Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We’ve been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the "Best Places to Work" multiple times. Thomas Edwards Group also made the "Inc. 5000 list" in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals. #J-18808-Ljbffr Thomas, Edwards Group