Accounts Payable Specialist

Job Summary

We are seeking a detail-oriented and proactive Accounts Payable Specialist to join our growing accounting team. This role is responsible for managing day-to-day accounts payable activities while supporting the overall effectiveness of accounting operations and purchasing workflows.

The ideal candidate will bring strong accounts payable experience, excellent organizational skills, and a desire to expand their accounting and purchasing knowledge. This position offers the opportunity to work closely with experienced accounting and operations team members, gain exposure to month-end accounting processes, and become heavily cross-trained in purchasing support.

Essential Duties and Responsibilities

Accounts Payable Processing

• Process vendor invoices accurately and timely.
• Review invoices for proper coding, approvals, and supporting documentation.
• Maintain vendor records and documentation.
• Respond to vendor inquiries and resolve invoice discrepancies.
• Monitor outstanding payables and support timely payment preparation.
• Prepare and maintain vendor statement reconciliations as part of the ongoing accounts payable process.
• Ensure accounts payable documentation is organized, accurate, and properly supported.

Payment Preparation

• Prepare weekly payment batches and supporting documentation.
• Prepare check run documentation for review and approval.
• Maintain accurate payment records and supporting documentation.
• Ensure proposed payments are prepared in accordance with company policies and approval requirements.
• Coordinate with accounting leadership regarding payment timing, vendor issues, and supporting documentation needs.

Credit Card & Expense Administration

• Assist with employee expense reporting processes.
• Review supporting documentation for completeness and compliance.
• Support corporate credit card administration and reconciliation activities.
• Follow up on missing receipts and documentation as required.

Purchasing Cross-Training & Support

• Become heavily cross-trained in purchasing workflows, purchase order processes, and related documentation requirements.
• Coordinate with purchasing and operations teams regarding purchase orders, receiving, vendor documentation, and invoice matching.
• Support resolution of purchase order, receiving, and invoice discrepancies.
• Assist with vendor onboarding and documentation collection.
• Provide backup purchasing support during employee absences, workload spikes, or urgent business needs.
• Develop working knowledge of purchasing processes to support operational continuity across accounting and procurement workflows.

Accounting & Month-End Support

• Assist with month-end close activities as assigned.
• Support account reconciliations and accounting documentation preparation.
• Maintain organized records and supporting workpapers.
• Assist with accounting projects, process improvements, and workflow initiatives.

Team Collaboration & Development

• Participate in cross-training activities within the accounting and purchasing functions.
• Learn and support accounting processes beyond traditional accounts payable responsibilities.
• Work closely with senior accounting team members to develop accounting knowledge and operational expertise.
• Contribute to a collaborative team environment focused on accuracy, continuous improvement, and operational excellence.

What Success Looks Like

• Accounts payable transactions are processed accurately and timely.
• Vendor statements are reconciled and maintained consistently.
• Weekly payment batches are prepared accurately and with proper support.
• Vendor relationships are maintained professionally and effectively.
• Purchasing workflows are supported through strong cross-training and backup coverage.
• Month-end activities are supported accurately and on schedule.
• Documentation and records are maintained in an organized and audit-ready manner.
• The individual demonstrates continuous growth in accounting, purchasing, and operational responsibilities.

Qualifications

• Accounts payable processing experience.
• Experience working within an ERP or accounting software environment.
• Understanding of invoice processing, payment preparation, vendor management, and purchasing workflows.
• Experience with purchase orders, receiving, and invoice matching preferred.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Interest in developing broader accounting operations and purchasing knowledge.

Equal Opportunity Employer Statement

Spire Integrated Systems, Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.