Senior Accounts Payable Specialist

Location: Malco Products, Inc. – Barberton, Ohio

Department: Accounting / Finance

Reports To: Controller

Position Overview

Malco is seeking a highly skilled and detail-oriented Senior Accounts Payable Specialist to lead core accounts payable operations in a high-volume manufacturing environment. This role is responsible for end-to-end AP processing, payment execution, vendor management, and process optimization, while ensuring compliance with internal controls, NACHA requirements, and accounting standards.

The position serves as a subject matter expert and escalation point for complex AP issues, while supporting month-end closing, reporting, and continuous improvement initiatives.

Key Responsibilities

Accounts Payable Processing & Controls

• Process and review vendor invoices with a focus on accuracy, completeness, and timeliness within Microsoft Dynamics AX
• Perform 3-way matching (purchase order, receipt, invoice) and resolve discrepancies with Procurement and Receiving
• Review and approve invoice coding to appropriate general ledger accounts, departments, and projects
• Ensure proper documentation, approvals, and compliance with internal controls and company policies
• Maintain organized AP records, files, and supporting documentation (digital/paperless environment)

Payments & Cash Disbursements

• Execute and manage weekly payment runs, including ACH (NACHA files), wire transfers, and check disbursements
• Ensure compliance with NACHA rules, banking requirements, and internal authorization controls
• Print, obtain approvals/signatures, and distribute payments as required
• Monitor AP aging and proactively manage payment timing, cash flow, and discount opportunities
• Review stale checks periodically and determine next steps as needed

Vendor Management & Issue Resolution

• Maintain vendor master data, including onboarding, updates, W-9 updates, 1099 classification, and electronic banking information
• Manage vendor relationships, including statement reconciliations, inquiries, and dispute resolution
• Act as escalation point for complex vendor issues, invoice discrepancies, credit holds, and unmatched transactions
• Coordinate with vendors and internal stakeholders to ensure timely and accurate resolution of issues

Reconciliation, Reporting & Review

• Post AP transactions and support subledger-to-GL reconciliations
• Generate and review AP reporting, including aging, vendor spending, and payment activity
• Support internal & external bank reporting needs and provide insights to Accounting leadership

Month-End Close & Audit Support

• Assist with month-end close activities related to payables accounts, including accruals, and account reconciliations
• Prepare documentation and support internal and external audit requests
• Perform account analysis and assist the Controller and Accounting team as needed

Process Improvement & Leadership

• Drive process improvements across AP workflows, including automation, ACH optimization, and paperless initiatives
• Identify and capture early payment discounts and cost-saving opportunities
• Strengthen internal controls and ensure adherence to company policies and regulatory requirements
• Provide guidance, training to AP back-up, and support cross-functional partners
• Collaborate with Procurement, Receiving, and Treasury to improve end-to-end procure-to-pay processes

Qualifications

• Bachelor’s degree in Accounting, Finance, or Business Administration preferred 
  • Associate degree or equivalent relevant experience considered
• 7-10+ years of progressive accounts payable experience, preferably in a manufacturing environment
• Experience with ERP systems (Microsoft Dynamics AX or similar preferred)
• Experience in processing electronic payments (ACH/NACHA, wires)
• Strong understanding of 3-way matching, GL coding, and AP controls
• Working knowledge of sales/use tax and 1099 reporting requirements
• Strong Microsoft Excel skills including advanced function such as PivotTables, XLOOKUP/VLOOKUP
• Working knowledge of AI tools such as Claude or demonstrated ability to quickly learn and apply AI solutions in a business environment

Skills & Competencies

• High level of accuracy in invoice processing and financial data
• Strong analytical skills with ability to resolve complex discrepancies and root causes
• Proactive, self-motivated approach to issue resolution and process improvement
• Effective prioritization in a deadline-driven environment
• Clear, professional communication with vendors and internal stakeholders
• Comfortable leveraging automation and AI to drive efficiency