Accounts Payable Specialist

About the Role

The Accounts Payable Specialist will be responsible for managing the company's outgoing procure‑to‑pay process in an accurate and timely manner. They will maintain financial records, process invoices, and ensure vendors are paid promptly while working closely with other departments to reconcile accounts, resolve discrepancies, and streamline payment processes.

• Responsible for the company’s procure‑to‑pay process.
• Invoice entry – ensure invoices are accurate per purchasing documents.
• Payment processing – prepare weekly payment batches accurately and timely, ensuring all payments are in accordance with purchasing policies and procedures.
• Maintain schedules to track and ensure vendors are paid on time.
• Reconcile and review AP aging weekly, including follow‑up to close any open AP invoices that are over a month old.
• Maintain organized AP documentation and support records/files.
• Assist managers with accurate and appropriate approval of Purchase Orders in accordance with company policy.
• Process purchase orders (POs), including confirming approvals needed and maintain PO records.
• Prepare other transactions posted through the AP sub‑ledger.
• Monitor the AP three‑way match process to ensure appropriateness of vendor invoices before processing payments.
• Ensure the AP vendor master information is up to date.
• Review and submit vendor statement reconciliations for approval monthly; resolve vendor issues on an ongoing basis.
• Maintain excellent professional relationships with vendors and internal customers, providing proactive customer service in assisting with inquiries regarding account status information and other requests.
• Reconcile the AP ledger to ensure that all bills and payments are accounted for and properly posted.
• Reconcile the AP bank transactions daily.
• Process and certify employee expense reports, ensuring expenses are reimbursed in a timely manner.
• Develop and maintain the accounts payable procedure manual.
• Assist the accounting team in identifying potential bottlenecks or issues and recommend resolutions.
• Assist staff accountant with period‑end close procedures, including performing account reconciliations.
• Assist staff accountant with external audit requests.
• Assist procurement manager in contacting vendors to obtain necessary documents needed to process invoices and payments, such as W9s, payment/bank details or other items including updates to vendor information.
• Assist with 1099 preparation and distribution at year‑end.
• Assist with special projects as assigned.
• Other duties as needed.

• Associate’s degree in a related field or high school diploma or GED with a minimum of two years related accounting experience.
• Bachelor’s degree is a plus.
• Minimum 2 years of accounts payable and analysis experience.
• Experience with ERP (Net Suite, JD Edwards, etc.) required.
• Experience with Stampli (or other AI‑powered AP system) and Certify a plus.
• Proficiency in Microsoft Windows environment, basic Internet and email.
• Basic MS Excel skills (create and modify spreadsheets).
• Excellent analytical, oral and written communication skills for frequent interaction with financial and non‑financial management.
• Ability to enter data accurately and strong mathematical skills.
• Superb attention to detail, strong planning and organization skills, and ability to multi‑task, prioritize and deliver in a fast‑paced, dynamic environment.
• Self‑starter with a business focus and an entrepreneurial spirit.
• Excellent work ethic and dependability.
• Aptitude to learn new technology and systems.
• Must be able to work both independently and in a team environment.
• Customer service‑centric with a concern for quality and deadlines.
• Ability to work within multiple entities using different GL and department coding, if applicable.
• Must be able to work beyond standard work hours as well as overtime due to demand (audit season and month‑end close, etc.).