Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee expense reports, and payments. This position ensures invoices are properly approved, coded, and recorded while maintaining strong vendor relationships and supporting the company's accounting and month-end close processes.

Essential Duties and Responsibilities

Invoice Processing

• Receive, review, and process vendor invoices.
• Verify invoice accuracy, proper coding, and required approvals.
• Match invoices to purchase orders, receipts, and supporting documentation when applicable.
• Ensure invoices are entered accurately and paid according to vendor terms.
• Identify fixed asset purchases and notify the accounting team of potential capital expenditures.

Payment Processing

• Prepare and process check, ACH, wire, and credit card payments.
• Maintain payment schedules to ensure timely disbursements.
• Monitor vendor discounts and payment terms.
• Research and resolve payment discrepancies.
• Process stop payments, voids, and reissued payments when necessary.
• Assist with cash forecasting activities by monitoring accounts payable obligations, payment schedules, and upcoming cash requirements.
• Download, organize, and maintain invoice documentation, ensuring all vendor records are accurately stored, accessible, and audit-ready.

Vendor Management

• Establish and maintain vendor records.
• Collect and maintain W-9 forms and supporting documentation.
• Prepare annual 1099 reporting requirements.
• Respond to vendor inquiries regarding invoice and payment status.
• Resolve vendor statement discrepancies.

Reconciliations and Reporting

• Reconcile vendor statements and accounts payable subledger balances.
• Assist with monthly accounts payable accruals.
• Research outstanding invoices and unmatched transactions.
• Assist with intercompany accounting and allocations, ensuring transactions are properly coded and supporting documentation is maintained for shared expenses between entities.
• Monitor aged payables and report unusual items to management.
• Assist with month-end and year-end closing activities.

Expense Management

• Review employee expense reports for compliance with company policies.
• Verify supporting documentation and receipts.
• Process approved expense reimbursements.
• Assist with company credit card expense reporting and reconciliation.

Compliance and Internal Controls

• Ensure compliance with company purchasing and approval policies.
• Maintain accurate records and supporting documentation.
• Assist in audit requests related to accounts payable transactions.
• Protect company assets through adherence to established internal controls.
• Report unusual transactions or potential fraud concerns to management.

Other Duties

• Support accounting team projects and initiatives.
• Assist with filing, document retention, and record organization.
• Provide backup support for other accounting functions as needed.
• Perform additional duties assigned by management.

Qualifications

Education

• High school diploma required.
• Associate's degree in Accounting, Business, Finance, or related field preferred.

Experience

• 2+ years of accounts payable, bookkeeping, or accounting experience preferred.
• Experience in a high-volume invoice processing environment is a plus.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Basic understanding of accounting principles.
• Ability to manage multiple deadlines and priorities.
• Strong organization and time-management skills.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to maintain confidential financial information.
• Strong problem-solving and analytical skills.

Preferred Qualifications

• Experience with Microsoft Dynamics GP or similar ERP systems.
• Experience processing ACH and electronic payments.
• Knowledge of 1099 reporting requirements.
• Experience in fuel, propane, transportation, wholesale distribution, or convenience store industries.
• Familiarity with invoice workflow and approval software.

Physical Requirements

• Prolonged periods sitting and working on a computer.
• Ability to occasionally lift up to 25 pounds.