Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist has primary responsibilities in Accounts Payable. The role involves assisting with day‑to‑day financial transactions including accounts payable, corporate credit card processing, and other AP tasks. The specialist must use critical thinking, analytical skills, and exercise discretion to execute essential accounting functions, working independently and following through on assignments with minimal direction.

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

• Understand and apply key accounting functions and guiding concepts to various scenarios efficiently.
• Manage the accounts payable email inbox and respond to inquiries promptly and professionally.
• Review and analyze corporate credit card statements and transactions to ensure receipts and related documentation are provided to support transactions.
• Code and/or verify general ledger coding on invoices, ensuring proper documentation, match processes, budget checks, appropriate approvals, and receipts are received to ensure accurate payments are made on time to the correct vendor.
• Investigate and resolve accounting variances and problems associated with processing invoices and vendor statements; communicate with other departments and outside suppliers for clarification on invoices, payment instructions, and meeting policy requirements.
• Monitor accounts payable aging and open PO reports and ensure timely payment of outstanding invoices and application of credits.
• Review and analyze vendor invoices and promptly and effectively resolve any discrepancies related to price or quantity directly with the vendor or internal resources to ensure timely payments and accurate financial reporting.
• Work with procurement, DC operations, and other departments to collect supporting documentation for requests to change or update the supplier file and resolve any invoice discrepancies.
• Collaborate with DC, receiving, and returns teams in processing returned goods and services, shortages and damages, and credit memos.
• Assist with maintaining accurate cash flow tracking.
• Assist with quarterly, year‑end close, and annual financial audit.
• Utilize Excel to summarize and gather data and use other software to complete tasks.
• Work with departmental staff to update policies and procedures as required.
• Perform other duties as required to support the Finance Department.

• Understand accounting procedures.
• Attention to detail and accuracy.
• Goal‑oriented with the desire to perform to the best of his or her ability.
• Strong time‑management, organizational, and prioritization skills; able to meet deadlines.
• Excellent written and verbal communication skills, including effective interpersonal and collaborative skills.
• Ability to follow up on pending issues.
• Accept responsibility and account for his or her actions.
• Open to change and willing to learn new skills.

High school diploma, degree in accounting or related field not required.

One year of Accounts Payable experience preferred.

Proficient in Microsoft Suite, including Excel, Word, and Outlook; ability to learn and master computer systems used within the company daily.

Dependable and willing to accommodate work schedule with occasional overtime; fast and accurate data entry skills; active listening, attending to, conveying, and understanding the comments and questions of others; ability to resolve conflict in a professional manner.

• Use a computer 6–8 hours per day.
• Perform with frequent interruptions and/or distractions.
• Perform effectively under conditions of fluctuating workload.
• Use telephone and email to communicate with consultants, contractors, co‑workers, and management.
• Work at a desk.
• Bend and stoop for filing/records maintenance.

• Occasionally:
  Activity up to 33% of the time (0–2.5+ hrs./day).
• Frequently:
  Activity from 33%–66% of the time (2.5–5.5+ hrs./day).
• Vision — near and peripheral.
• Sense of sound.
• Speak.
• Sit.
• Stand — occasional.
• Walk — occasional.
• Reach above shoulder — occasional.

Pay Range: $19–$21 per hour.