Accounts Payables Specialist

Job Title:

Accounts Payables Specialist

Job Description

The Accounts Payables Specialist manages the full cycle of accounts payable activities, including invoice processing, three-way matching, vendor communication, and payment runs. This role ensures accurate and timely processing of invoices and employee reimbursements while maintaining strong relationships with internal stakeholders and external vendors. The specialist uses Excel and an ERP system to perform data entry, reconciliations, and reporting, contributing to an efficient and well-controlled payables process.

Responsibilities

+ Maintain the accounts payable email inbox daily and review receiving reports to identify invoices that are ready for processing and payment.

+ Determine which invoices can be processed and paid based on receiving reports and established procedures.

+ Route invoices requiring approval to the appropriate personnel and ensure all necessary site-level approvals are obtained and properly recorded.

+ Prepare invoice batches for accurate and timely entry into the QAD ERP system.

+ Perform three-way matching of purchase orders, receiving documents, and invoices to verify accuracy before processing payments.

+ Answer phone calls and respond to inquiries from vendors regarding payment status, invoice discrepancies, and account issues, providing clear and professional communication.

+ Run check batches and process vendor payments on the 10th and 25th of each month in accordance with internal procedures (SP 401).

+ Process employee travel and expense reimbursements on the 10th and 25th of each month in accordance with internal procedures (SP 400).

+ Use Microsoft Excel to perform data entry, apply formulas, and assist with reconciliations related to accounts payable transactions.

+ Assist with reconciliations of accounts payable records to ensure accuracy and resolve discrepancies in a timely manner.

+ Collaborate with internal departments to resolve invoice, approval, and payment issues efficiently and professionally.

+ Maintain organized records of invoices, approvals, payments, and supporting documentation in line with company policies.

Essential Skills

+ At least 3 years of accounts payable experience.

+ Proven experience with three-way matching of purchase orders, receiving documents, and invoices.

+ Hands-on experience with invoice processing and accounts payable workflows.

+ Proficiency in Microsoft Excel, including the ability to use formulas.

+ Experience working with an ERP system for accounts payable; QAD experience is beneficial but any ERP experience is acceptable.

+ Strong data entry skills with a high level of accuracy and attention to detail.

+ Ability to perform basic reconciliations related to accounts payable.

+ Strong written and verbal communication skills to interact effectively with vendors and internal stakeholders.

+ Collaborative and approachable working style, with the ability to work well with others.

Additional

Skills & Qualifications

+

Experience with QAD ERP or similar enterprise resource planning systems.

+ Background in accounting, invoicing, or finance-related roles.

+ Familiarity with standard accounts payable policies and internal control procedures.

+ Ability to manage multiple tasks and deadlines, particularly around scheduled payment and reimbursement dates.

+ Customer service mindset when handling vendor and employee inquiries.

Work Environment

The role is based in a casual, office-based environment that emphasizes a family-oriented culture and supportive teamwork. Work hours are slightly flexible, typically within a schedule such as 7:30 a.m. to 4:30 p.m. or 8:00 a.m. to 5:00 p.m., allowing for a half-hour adjustment to accommodate personal needs. The position involves regular use of an ERP system (QAD or similar), Microsoft Excel, and other standard office software and equipment.

Employees receive a parking pass for convenient access to the parking lot. The atmosphere encourages open communication, collaboration, and a friendly, approachable working style, with casual attire appropriate for a professional office setting.

Job Type & Location

This is a Contract to Hire position based out of Cleveland, OH.

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