Accounts Payable Specialist

The Accounts Payable Specialist is responsible for ensuring timely and accurate processing of company payments and invoices. This role involves verifying and coding financial transactions, reconciling accounts, maintaining documentation, and supporting smooth financial operations. The position is key to maintaining strong vendor relationships and upholding the company’s financial integrity.

Key Responsibilities

1. Invoice Processing & Verification

• Review invoices for accuracy and compliance with company policies.

• Match invoices with purchase orders and delivery receipts.

• Resolve discrepancies with vendors or internal departments.

• Process invoices promptly to avoid late fees or penalties.

2. Data Entry & Recordkeeping

• Accurately enter invoices into the accounting system.

• Maintain organized files for invoices, purchase orders, receipts, and payments.

• Keep detailed, accurate accounts payable records.

3. Payment Processing

• Process payments via checks, ACH transfers, or electronic methods.

• Ensure payments align with company terms and conditions.

• Monitor schedules to ensure timely vendor payments.

• Assist with check runs and wire transfers.

4. Account Reconciliation

• Reconcile accounts payable transactions and verify accuracy.

• Support monthly reconciliation reports to prevent discrepancies.

• Maintain accurate vendor statements and balances.

5. Vendor Management

• Foster positive vendor relationships and resolve payment inquiries.

• Communicate regarding payment schedules, discrepancies, and overdue invoices.

• Maintain up-to-date vendor records (contacts, terms, tax IDs).

6. Month-End & Year-End Closing

• Ensure all invoices and payments are processed for closing.

• Provide reports and documentation for audits.

• Track outstanding payables and generate management reports.

7. Reporting & Documentation

• Prepare accounts payable reports, aging schedules, and payment histories.

• Provide weekly/monthly status reports on outstanding invoices.

• Contribute accounts payable data for financial statements.

8. Compliance & Internal Controls

• Ensure compliance with accounting policies and regulations.

• Follow internal controls to reduce errors and prevent fraud.

• Support audit preparation with documentation and explanations.

9. Administrative Support

• Provide general assistance to the finance department.

• Support special projects such as expense tracking, petty cash reconciliation, and budget preparation.

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Skills and Qualifications

• Education: High school diploma or equivalent required; Associate’s degree in Accounting, Finance, or related field preferred.

• Experience: Prior experience in accounts payable or an accounting role preferred.

• Technical Skills:

  • Proficiency in Microsoft Office Suite (Excel, Word).

  • Experience with accounting software (e.g., QuickBooks, SAP, Oracle, or similar).

  • Knowledge of accounts payable procedures and financial transactions.

• Attention to Detail: Accuracy in processing invoices, payments, and reconciliations.

• Organization: Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Communication: Strong written and verbal communication skills for effective interaction with vendors, colleagues, and management.

• Problem-Solving: Skilled in identifying discrepancies, resolving issues, and implementing solutions.

• Teamwork: Collaborative mindset with the ability to work effectively with both internal teams and external vendors.

Job Type

• Schedule: Full-time

• Work Location: In-person

• Schedule: Full-time role; overtime may be required during peak periods.

• Environment: Office-based position within a finance department setting.

• Physical Requirements: Primarily desk and computer work with minimal physical demands.

Compensation & Benefits

• Salary: Competitive, commensurate with experience.

• Benefits:

  • 401(k)

  • Health, dental, vision, and life insurance

  • Paid time off

  • Retirement plans

  • Additional company-sponsored benefits

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