Invoicing Specialist

Job Description

Job Description

Job Title: Accounts Payable / Invoicing Specialist Job Description

The Accounts Payable / Invoicing Specialist is responsible for the accurate and timely processing of invoices, check requests, and refund requests, as well as freight reconciliation and vendor communications. This 30-hour-per-week, six-month assignment supports a growing accounting team during a key transition period and offers meaningful, hands-on work in a manufacturing environment, with exposure to process improvement and accounts payable automation initiatives.

• Process accounts payable invoices in an accurate and timely manner, including data entry and importing or exporting data files.
• Obtain appropriate approvals for invoice payments from the correct department leaders and resolve invoice errors prior to payment.
• Prepare and process weekly check runs to ensure vendors are paid according to agreed terms.
• Reconcile vendor statements, investigate discrepancies, and respond promptly and professionally to vendor inquiries.
• Perform freight payables activities, including matching freight bills to freight accruals in the ERP system and making adjustments where necessary.
• Audit freight bills against the freight manifest and collaborate with transportation and operations teams to resolve invoice issues.
• Support daily accounts payable processing, including invoice coding and maintaining accurate records for month-end activities.
• Act as back-up to the P-Card administrator by setting up new users, responding to user inquiries, and training users on system functionality and requirements.
• Process and code invoices to be paid on the Accounts Payable Department P-Card and manage communications and reporting around the billing cycle period close.
• Enter new vendor information into the appropriate databases and maintain up-to-date vendor records, including sales tax information.
• Assist with year-end and interim external audits, and support internal and external SOX audit activities as needed.
• Maintain strong working relationships with vendors and internal departments, providing professional and timely customer service.
• Manage email correspondence, including monitoring and distributing messages from the department email box.
• File invoices and maintain organized documentation to support audit and reporting requirements.
• Model a continuous improvement mindset by identifying process improvements and efficiencies in accounts payable workflows.
• Participate in process improvement and automation initiatives, including testing and learning a new AP system and helping refine business processes.
• Support month-end activities related to accounts payable, including reconciliation and reporting tasks.
• Take ownership of assigned work, ask questions to clarify requirements, and communicate effectively with accounting, IT, operations, and leadership teams.
• Prioritize and multitask in a fast-paced environment, meeting deadlines while maintaining high accuracy and attention to detail.

• High school diploma or GED.
• 1–3 years of combined accounts payable and/or accounts receivable experience.
• Hands-on experience working with an ERP system, preferably in a manufacturing environment.
• Proficiency with Microsoft applications, including Excel, Word, Teams, and Outlook.
• Strong data entry skills with excellent speed and accuracy.
• Experience with invoice processing, reconciliation, and basic accounting principles.
• Ability to provide professional customer service to vendors and internal stakeholders.
• Comfort working with billing, aging reports, deposit verification, credit research, and month-end activities.
• Ability to achieve results independently and within a team setting.
• Ability to multitask effectively and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong analytical ability and problem-solving skills.
• High attention to detail and accuracy in financial documentation.
• Demonstrated ability to take ownership of tasks and learn from mistakes.

• College education in accounting, finance, business, or a related field is a plus.
• Experience with Winman ERP or similar systems is preferred.
• Experience working on automation or system integration projects is advantageous.
• Comfort working with multiple systems and learning new technologies quickly.
• Quick learner who adapts well to new processes and tools.
• Tech-savvy mindset and interest in process improvement and accounts payable automation.
• Strong customer service orientation and ability to build positive relationships with vendors and colleagues.
• Proven ability to prioritize tasks and manage competing deadlines.
• Positive attitude, initiative, and willingness to ask questions and seek clarification.
• Ability to collaborate effectively with accounting leadership, IT, operations, engineering, sales, and executives.

This role is 100% onsite in Loves Park, IL, Monday through Friday, approximately 9:00 a.m. to 3:00 p.m., for about 30 hours per week. You will work as part of a small accounting team of 2–3 people in a quiet, newly renovated office area with 4–5 cubicles situated alongside each other. The offices are attached to a large production shop with high ceilings and large machines, providing visibility into a manufacturing environment while maintaining a comfortable office setting. You will sit near engineering and sales teams, offering regular interaction with cross-functional colleagues. The organization is in a period of growth and transition, including the implementation of a new accounts payable system, which creates opportunities to participate in testing, learning new technology, and contributing to process improvements. The environment supports work-life balance through a part-time schedule and offers a positive team atmosphere where you can make an immediate impact while gaining valuable experience in a publicly traded company setting.

This is a Contract position based out of Loves Park, IL.

The pay range for this position is $22.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Loves Park,IL.

This position is anticipated to close on Sep 30, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.