Accounts Payable Specialist

Job Description

Job Description

Summary/Objective:

Tool Country is seeking a detail-oriented Accounts Payable Specialist to support our Denver finance team. This role is responsible for accurate and timely vendor invoice and credit processing, purchase order and receiving matching, vendor statement reconciliation, payment readiness, discrepancy research, and complete supporting documentation. The position works in NetSuite and Microsoft 365 and uses approved automation and AI-assisted workflows to improve document handling, exception identification, reconciliations, and import preparation while maintaining strong review and internal controls.

Job Functions:

The duties and responsibilities of this position include, but are not limited to:

• Managing Accounts Payable Operations:

o Process vendor invoices, bill credits/credit memos, and supporting documentation accurately and on time.

o Match invoices to purchase orders and receiving; validate vendor, invoice number/date, terms, quantities, pricing, freight, tax, and totals.

o Apply appropriate expense/GL coding and confirm required approvals before posting.

o Research invoice, purchase order, and receiving discrepancies and route exceptions to the appropriate internal partners for resolution.

o Prepare and validate NetSuite import files or entries, confirm successful processing, and correct rejected or exception items.

o Review for duplicate invoices, credits, and previously recorded transactions before posting.

o Verify due dates and payment terms, maintain payment-ready documentation, and support scheduled payment processing.

• Vendor Statement Reconciliation and Exception Resolution:

o Reconcile monthly vendor statements to accounts payable records, open invoices, credits, and payments.

o Identify and investigate missing invoices or credits, duplicate items, unapplied transactions, and balance discrepancies.

o Research receiving with no invoice, invoice with no receiving, and aging/open purchase order exceptions with vendors and internal teams.

o Obtain missing invoices, credit memos, and supporting documents and track open exceptions through resolution.

• Payment and Vendor Account Support:

o Respond to vendor inquiries regarding invoice status, discrepancies, credits, and payment timing.

o Track returns, shortages, pricing discrepancies, and outstanding credits to ensure credits are received and applied promptly.

o Support vendor setup and changes by collecting required documentation and following verification controls for tax IDs, remit-to addresses, and payment detail changes.

• Invoice Intake and Documentation Management:

o Monitor shared accounts payable mailboxes and other intake sources; identify invoices, statements, credits, and supporting documentation.

o Save, extract, rename, organize, and retain PDFs and attachments using consistent naming and filing standards in Microsoft 365/SharePoint.

• Process Improvement and AI-Assisted Workflows:

o Use approved AI-assisted tools and automation to organize documents, identify duplicates or missing items, compare statements to AP data, prepare review workbooks/import files, and draft vendor follow-up.

o Independently review automation outputs, investigate exceptions, and validate source documentation before posting, payment, or external communication.

• Compliance and Internal Controls:

o Maintain complete historical records and audit trails and protect confidential financial and vendor information.

o Follow approval requirements, segregation of duties, vendor-change verification, and other fraud-prevention and internal control procedures.

• Cross-Departmental Collaboration:

o Coordinate with purchasing, receiving, warehouse, branches, and finance to resolve accounts payable exceptions and keep transactions moving.

o Communicate open issues and status clearly and escalate time-sensitive, high-dollar, or unusual discrepancies.

o Assist with testing and improving Outlook, SharePoint, Power Automate, and other accounts payable workflows to reduce manual processing and improve accuracy.

• Additional duties and special projects assistance as needed.

Work Environment:

• Sitting, standing and walking intermittently throughout the day; may stand for long periods.

• May occasionally use office equipment such as computer, mouse, keyboard, printer.

• Frequent exposure to warehouse operations with noise levels that may vary and include large trucks, forklifts, groups of construction workers, etc.

• Ability to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear.

• Use specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Competencies:

• Represent Tool Country, Inc. in a positive manner, both internally and externally.

• Ability to meet deadlines and manage high-volume accounts payable work accurately.

• Maintain a professional demeanor and respond with urgency.

• Strong reconciliation and exception-resolution skills.

• Self-directed, accountable for results and proactive; independent problem solver.

• Exercise independent judgment, think critically, and know when to escalate an issue.

• Ability to communicate clearly and professionally with vendors and internal partners, both verbally and in writing.

• Ability to work effectively across departments and with a wide range of constituents.

• Demonstrated ability to set priorities with flexibility and willingness to address new challenges.

• Exceptional attention to detail, organization, time management, and document discipline.

• Comfortable working with technology, automation, and AI-assisted workflows and validating results before action.

• Proficient in Excel and other Microsoft 365 programs.

Education and Experience:

• 2+ years accounting, accounts payable, or related finance experience

• Experience with purchase-order-based AP, invoice/receiving matching, and vendor statement reconciliation preferred

• Experience with vendor credits, discrepancy resolution, and payment processing preferred

• Strong numerical and reconciliation skills

• Good command of English both oral and written, with strong vendor service skills

• Great attention to detail and organization

• Oracle NetSuite experience preferred

• Proficiency in Excel, Outlook, and SharePoint; exposure to Power Automate or AI-assisted accounting workflows is a plus.

Expected Hours of Work:

This role is considered full-time, working approximately 40 hours per week. This position is expected to work an 8-hour shift Monday through Friday, between the hours of 6:00am and 5:30pm. Occasional Saturday shifts may be required to fulfill inventory obligations.