Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist supports the accounts payable function by accurately processing invoices, reimbursements, and vendor records in accordance with organizational policies and procedures. This role focuses on transactional efficiency, data accuracy, and timely payment processing.

Salary

Starting hourly rate begins at $21.75 . Mid range at $26.94 . Actual starting rate will be commensurate with experience and education.

Scope and Impact

Responsible for day-to-day accounts payable processing activities, including invoice entry, vendor maintenance, and payment support. Work directly impacts payment timeliness, vendor satisfaction, and accuracy of financial records but operates within defined processes and guidelines.

Decision-Making Authority

Follows established procedures for invoice processing, coding verification, and vendor setup. Escalates discrepancies, approval issues, or complex vendor concerns to the Accounts Payable Supervisor or senior staff.

Interactions / Working Relationships

Regularly interacts with internal team members, vendors, and accounting staff to process invoices, resolve payment inquiries, and maintain accurate records. Communication is primarily transactional and support focused.

Essential Duties and Responsibilities

• Invoice Processing & Payments

• Enter and process assigned invoices, ensuring proper coding and required approvals (20%) 
• Match invoices with purchase orders and receiving documentation (15%) 
• Post invoices into the accounting system (10%) 
• Process employee reimbursements through Concur (8%) 
• Support check runs and scheduled disbursements (10%) 

• Vendor Maintenance & Support

• Assist with vendor setup and updates, ensuring required documentation and approvals (10%) 
• Maintain vendor files and paid invoice records (8%) 
• Monitor and manage AP mailbox on assigned days (5%) 
• Respond to vendor and internal payment inquiries (5%) 

• Reconciliation & Reporting Support

• Reconcile vendor statements and identify discrepancies (5%) 
• Assist in maintaining month-end invoice tracking logs (4%) 
• Review transactions for accuracy prior to submission (3%) 

• Compliance, Audit & Other Duties

• Ensure tax-exempt status is applied to invoices where applicable (3%) 
• Assist with 1099 preparation and audit requests (2%) 
• Perform other duties and projects as assigned (2%)

Supervisory or Leadership Responsibilities

This position does not supervise others.

Qualifications

Minimum Qualifications (Required) 

• Education: High school diploma or GED
• Licenses/Certifications: None required
• Experience: Two (2) years of accounts payable or related experience
• Other Required Skills/Knowledge:
  • Strong attention to detail and accuracy 
  • Ability to follow established procedures 
  • Basic understanding of accounting processes

Preferred Qualifications

• Associate degree in Accounting or related field
• Accredited Payables Specialist (APS) certification
• Experience with automated AP systems or ERP platforms

Knowledge, Skills, and Abilities (KSAs)

• Strong organizational and time management skills 
• Ability to perform repetitive tasks with high accuracy 
• Effective communication and customer service skills 
• Basic problem-solving and critical thinking ability 
• Ability to work independently within defined processes

Language Skills

No Spanish proficiency required. Ability to communicate clearly with internal and external stakeholders.

Technology and Tools

• Proficiency with Microsoft Office (Excel, Outlook, Word) 
• Experience with accounting systems and Concur preferred 
• Basic understanding of databases and financial systems

Work Environment and Physical Demands

• Work Setting: Office Environment
• Travel: Up to 15%
• Physical requirements: Sedentary work; occasional lifting of light materials