Accounts Payable Specialist

The Company:

Czarnowski is one of the four studios of the Czarnowski Collective. It combines operations, strategy, design, and fabrication to create exhibits and events that engage communities, generate brand enthusiasm, and educate consumers. It’s been over 75 years since we opened our doors, but we’re still not resting on our reputation or accolades. We’re wondering “what if…” anticipating what’s next and embracing our role within the Czarnowski Collective as forward-thinkers for forward-thinking brands.

Czarnowski is one of the four studios of the Czarnowski Collective. It combines operations, strategy, design, and fabrication to create exhibits and events that engage communities, generate brand enthusiasm, and educate consumers. It’s been over 75 years since we opened our doors, but we’re still not resting on our reputation or accolades. We’re wondering “what if…” anticipating what’s next and embracing our role within the Czarnowski Collective as forward-thinkers for forward-thinking brands.

We’re looking for an Accounts Payable Specialist to join our team in Chicago! As an Accounts Payable Specialist, you’ll play an important role on our Accounting team in Chicago, helping ensure invoices are processed accurately, vendors are supported, and financial obligations are handled efficiently and on time. You’ll take ownership of day-to-day AP activities, including processing purchase order and non-purchase order invoices, resolving discrepancies, maintaining vendor information, preparing invoices for payment, and supporting account reconciliations and employee expense inquiries.

Your attention to detail, problem-solving skills, and ability to manage a high-volume workload will be key to your success. You’ll work closely with vendors and internal teams in a collaborative and inclusive environment, where your work directly contributes to keeping the business running smoothly and efficiently.

• Process purchase order and non-purchase order invoices accurately and timely using Meta Viewer and Microsoft Dynamics 365.
• Perform applicable two-way or three-way matching by validating invoices against purchase orders, receipts, approvals, payment terms, and supporting documentation.
• Code expenses to the appropriate legal entity, general ledger account, project, department, and location.
• Process high-volume Fed Ex and logistics invoices, including assigning charges to the appropriate projects to support accurate project costing and customer billing.
• Route invoices through the approval workflow, monitor their status, and follow up on outstanding approvals to meet established processing and payment deadlines.
• Research and resolve purchase order variances, pricing or quantity differences, duplicate invoices, missing information, coding issues, and other processing exceptions.
• Support vendor setup and maintenance, including required documentation, tax information, vendor master changes, vendor cleanup, and annual 1099 reporting.
• Monitor the AP, Payment Request, and Expense mailboxes according to the assigned schedule; review and route requests and provide timely, professional responses.
• Reconcile vendor statements and research missing invoices, unapplied credits, outstanding balances, and payment discrepancies.
• Collaborate with vendors, employees, invoice approvers, Procurement, Operations, and other business partners to resolve issues and prevent processing delays.
• Support the weekly payment cycle, month-end activities, reconciliations, process improvements, and special projects while maintaining accurate records and following internal controls.

• 2+ years of Accounts Payable experience, including hands-on experience processing purchase order invoices and resolving invoice, purchase order, and invoice discrepancies.
• Working knowledge of two-way or three-way matching, non-purchase order invoices, general ledger and project coding, vendor maintenance, statement reconciliation, and payment terms.
• Experience with an ERP and electronic invoice workflow system;
  Microsoft Dynamics 365 and Meta Viewer experience are preferred.
• Proficiency in Microsoft Excel and other Microsoft Office…