Accounts Payable Specialist

Overview

Leafguard- Accounts Payable Specialist 

The Accounts Payable Specialist supports the Accounting and Finance team by ensuring vendor invoices, payment requests, credits, and related records are processed accurately, timely, and in accordance with company policy. This role helps protect cash flow, maintain vendor confidence, and keep financial records complete by reviewing documentation, resolving invoice exceptions, and supporting the accounts payable close process.

This position partners closely with vendors, branch and corporate teams, purchasing, operations, and finance leaders to resolve coding, approval, receiving, and payment questions. The role requires strong attention to detail, follow-through, and the ability to manage a high volume of transactions while maintaining audit-ready documentation and a strong internal customer service mindset.

Responsibilities

Invoice Processing and Payment Accuracy

• Review, code, match, and process vendor invoices, credits, payment requests, and related accounts payable transactions with accuracy and appropriate supporting documentation.
• Validate purchase order, receipt, approval, vendor, pricing, tax, and payment term information before posting or releasing items for payment.
• Identify duplicate, incomplete, incorrectly coded, or disputed invoices and resolve exceptions before payment to reduce errors and rework.
• Support scheduled payment activity by preparing accurate invoice batches, payment documentation, and payment status updates in alignment with company timelines and internal controls.

Vendor and Internal Customer Support

• Serve as a reliable point of contact for vendor inquiries, payment status questions, missing invoices, credit memos, statement balances, and other accounts payable matters.
• Partner with purchasing, operations, branch teams, and finance partners to resolve receiving, coding, approval, pricing, and documentation discrepancies that prevent timely payment.
• Maintain professional communication with vendors and internal stakeholders, balancing responsiveness with compliance to approval processes and company policy.
• Support vendor record accuracy by gathering or validating required documentation, routing vendor changes through approved processes, and assisting with W-9 and 1099 support as assigned.

Controls, Records, and Close Support

• Maintain organized, complete, and audit-ready accounts payable records, including invoice support, approvals, payment documentation, reconciliations, and correspondence.
• Reconcile vendor statements, aging items, open credits, unmatched invoices, and other accounts payable variances to keep balances current and accurate.
• Support month-end close by assisting with accruals, cut-off review, reporting, invoice follow-up, and other accounts payable close activities.
• Follow company policies and internal controls related to invoice approval, segregation of duties, payment timing, tax documentation, confidentiality, and financial recordkeeping.

Process Improvement and Team Support

• Monitor recurring issues in invoice submission, approvals, vendor setup, coding, receiving, and payment terms and raise practical recommendations to improve the accounts payable process.
• Maintain assigned work queues, shared inboxes, trackers, and reporting tools so invoice status, exceptions, and priorities are visible and current.
• Cross-train with team members and provide backup support for accounts payable workflows, payment cycles, reporting, and special projects as needed.
• Perform other duties as assigned.

Qualifications

Education and Experience:

• High school diploma or equivalent required.
• At least one year of accounts payable, accounting clerk, finance operations, bookkeeping, or closely related administrative accounting experience.
• Experience reviewing, coding, entering, reconciling, or processing invoices, payment requests, vendor statements, or similar financial transactions.
• Demonstrated ability to work accurately with numbers, deadlines, documentation, and recurring financial processes.
• Associate degree or coursework in Accounting, Finance, Business, or a related field. (preferred)
• Two or more years of direct accounts payable experience for Specialist-level placement. (preferred) 
• Experience with 1099 support, vendor master data, purchase order matching, expense reports, ACH/wire/check payment support, or month-end close activities. (preffered)

Skills, Knowledge, and Abilities:

• Working knowledge of the accounts payable cycle, including invoice processing, coding, approval workflows, vendor statements, payment methods, and basic reconciliation practices.
• Ability to review invoices and supporting documentation with a high level of accuracy, consistency, and attention to detail in a deadline-driven environment.
• Proficiency with Microsoft Excel, Outlook, and accounting or ERP systems; ability to learn AP automation, workflow, and document management tools.
• Basic understanding of general ledger coding, expense classification, tax documentation, purchase orders, and internal controls related to accounts payable.
• Strong organizational skills with the ability to manage a high volume of transactions, prioritize exceptions, and follow through until issues are resolved.
• Clear written and verbal communication skills with the ability to work professionally with vendors, internal business partners, and finance team members.
• Sound judgment, discretion, and confidentiality when handling vendor records, payment information, financial documents, and business-sensitive information.
• Experience with AP automation, invoice workflow tools, corporate credit card programs, expense reporting systems, or large ERP platforms. (preferred)
• Experience supporting accounts payable in a multi-location, shared services, construction, home improvement, manufacturing, distribution, or field services environment. (preffered)

Target Salary Range:

$55,000 – $80,,000 per year w/additional bonus target (This represents a good faith estimate for this position. Salary to be determined by geographic location, education, experience, knowledge, skills and abilities of applicant, internal equity, and alignment with market data).