Accounts Payable Specialist

Summary of Responsibilities:

The primary responsibility for the Accounts Payable position is to assist in the efficient operations of the A/P department and to facilitate prompt and accurate accounting practices. Exemplify DFP standards through excellent communication and customer service for both internal staff and outside vendors.

Job Duties Include:

· Accurately vouch non-trade invoices, ensuring proper coding, approval, terms, and supporting documentation.

· Verify pricing, quantities, freight charges, and tax information prior to voucher creation.

· Convert purchase orders to vouchers, ensuring consistency between PO, packing slip, and invoice.

· Review vendor statements regularly and reconcile discrepancies with unpaid invoices.

· Maintain complete and organized vendor files, including W-9s, credit applications, correspondence, etc.

· Communicate professionally with vendors to resolve billing issues, request missing documentation, etc.

· Prepare A/P checks for printing, sorting, stuffing, and mailing according to weekly check run procedures.

· Assist with electronic payment processing (ACH, credit cards) when applicable.

· Monitor due dates to ensure invoices are paid within terms and avoid late fees.

· Open, sort, and distribute incoming mail daily.

· Route intercompany and branch paperwork to appropriate recipients in a timely manner.

· File packing lists, paid invoices, unpaid invoices, and other supporting documents according to retention policies.

· Identify invoices subject to Use Tax and apply proper tax coding in accordance with company and state guidelines.

· Assist with year-end reporting requirements as needed (e.g., vendor confirmations, document pulls).

· Issue purchase orders for non-inventory purchases following approval guidelines.

· Provide excellent customer service to internal teams and external vendors through timely communication and follow-up.

· Cross-train in all Accounts Payable functions to provide departmental coverage during absences.

· Assist with process improvements and recommend efficiencies where appropriate.

· Other duties as assigned by Management.

Skills/Qualifications: Experienced with Microsoft Outlook, Word, & Excel; Detail Oriented; Excellent Communication Skills (Verbal & Written); Excellent Customer Service Skills; Ability to Work in Group Setting with Minimal Supervision; Motivated Self –starter; Must be able to lift 40 lbs.