AP Specialist

Job Description

Job Description

Role Overview:

The AP Specialist is responsible for assisting in the full cycle of accounts payable (AP) processes. This role ensures accurate and timely processing of invoices, payments, and receipts, maintains organized financial records, and provides high-quality customer service to both internal and external stakeholders. The AP Specialist plays a key role in supporting the company’s financial operations, compliance, and reporting requirements. Duties may vary to include some or all of the following responsibilities.

Duties/Responsibilities:

• Maintains all accounts payable files to include filing invoices in designated areas and updating vendor information on computer.
• Matches purchase orders with vendor invoices to assure accuracy and prepare for computer entry daily.
• Prints all accounts payable reports. 
• Assists with monthly closing procedures for accounts payable.
• Monitors all paperwork, invoices, correspondence, and verbal communication with vendors.
• Performs end-of-month procedures as required.
• Researches and responds to all accounts payable inquiries in a prompt manner.
• Maintains all general ledger accounts on a regular basis. 
• Monitors expense reports throughout the year and reviews with appropriate personnel regarding discrepancies.
• Process, code, and enter all vendor invoices and expense reports into the accounting system, ensuring accuracy and appropriate approvals.
• Audit vendor invoices for errors and resolve discrepancies in a timely manner.
• Compiles and finalizes year end reports in a timely manner.
• Prepares all financial reports with a multitude of accounting computer programs to comply with internal and external reporting requirements.
• Performs other related duties as assigned.

Key Performance Indicators:

• Shows initiative to learn processes and procedures 
• Understands and successfully follow maintenance of AP workflow including AP email, properly filing invoices, and documentation management
• Grasp concepts of GRN process and how it connects to other areas of the business
• Demonstrated the ability to independently resolve discrepancies 

Required Education/Experience and Skills:

• High School diploma or equivalent degree
• Associate’s degree in Accounting or 1-3 years’ experience in accounts payable
• Strong proficiency in Microsoft Software (Outlook, Word, Excel) and Adobe
• Knowledge working with Syspro or similar ERP software strongly preferred
• Excellent communication and interpersonal skills.
• Ability to work well under pressure in a fast-paced environment. 
• Ability and willingness to maintain confidentiality.
• Excellent customer service and time management skills.
• Strong attention to details.

Physical Requirements and Work Environment:

• Regularly required to sit. 
• Must be able to frequently use hands and talk or hear.   
• Must be able to occasionally stand, walk and reach with hands and arms. 
• The noise level in the work environment is moderate.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.