Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist is responsible for accurately processing and managing invoices, payments, and vendor records to ensure timely, accurate and compliant disbursement of funds. This role supports the finance team by maintaining accurate financial records, resolving discrepancies, supporting month‑end close activities, and ensuring adherence to company policies, internal controls, and accounting standards.

• Process vendor invoices accurately and in a timely manner, ensuring proper approvals, account coding and supporting documentation are in place.
• Match invoices to purchase orders and receiving documentation (2‑way or 3‑way matching).
• Prepare and process payment runs, including checks, credit card, ACH and wire transfers, ensuring accuracy, timely disbursement and proper authorization.
• Maintain and update vendor master data, including W‑9s and banking information, while following established controls for vendor set‑up and changes.
• Reconcile the AP subledger to the general ledger, review open items and assist with month‑end close activities, including accrual support and vendor statement reconciliations.
• Research and resolve invoice discrepancies and vendor inquiries.
• Ensure compliance with internal controls, company policies and applicable regulations, including review of approvals, duplicate payment prevention and payment support documentation.
• Assist with audits by providing documentation and responding to inquiries.
• Respond professionally to vendor and internal inquiries, resolve discrepancies promptly and escalated urgent payment issues as needed.
• Support continuous improvement of AP processes and systems.
• Maintain organized and accurate records (electronic and/or physical).
• Special Projects as required.

• Associate’s or Bachelor’s degree in Accounting, Finance or a related field (preferred).
• 2+ years of accounts payable or general accounting experience.
• Strong understanding of basic accounting principles.
• Experience with ERP or accounting systems, preferably Acumatica, including invoice entry, payment processing and workflow approvals.
• Proficiency in Microsoft Excel and other MS Office applications, including sorting, filtering and basic reconciliation support.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to communicate effectively with internal teams and external vendors.

• Experience in a high‑volume AP environment.
• Knowledge of sales and use tax regulations.
• Familiarity with automated AP or invoice workflow systems.
• Familiarity with 1099 reporting requirements and vendor compliance documentation is a plus.
• Problem‑solving mindset with the ability to work independently.

• Office‑based, hybrid.
• Standard business hours with flexibility during month‑end or close periods.