Senior Accounts Payable Specialist

Hiring for 2 roles - Sr Accounts Payable Specialist and Accounts Payable Specialist

Hybrid Schedule (T-Th onsite) + Flexible hours/work week schedule (ability to work 1/2 day Fridays) + Benefits + PTO + 401k

MUST HAVE QUALFICIATIONS

+ 5+ years of accounts payable experience (experience with 70+ invoices daily)

+ 2+ years of non Sr. role

+ must have 3 way match and invoice coding experience

+ Industry: construction, engineering, or government

+ Software:
Large accounting software, Adobe, and MS Office Suite

+ Associate's or Bachelor's Degree highly preferred

Skills Desired

+ Ability to mentor and support junior AP staff, sharing best practices and helping improve processes.

+ Comfort working in an environment undergoing process improvement and change, with the ability to be vocal, make suggestions, and contribute to best practices.

+ Strong multi-tasking skills and the ability to manage competing priorities in a fast-paced setting.

Job Description

The Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of vendor invoices with a strong focus on purchase order (PO) matching, project-based accounting, and grant-funded expenditures. This role serves as a subject matter expert for complex AP transactions, supports month-end close activities, and partners closely with Procurement, Project Management, and Grants teams to ensure financial accuracy and compliance with internal controls and external regulations.

The position also plays a key role in improving AP processes, mentoring junior staff, and supporting complex government and grant contract requirements.

Responsibilities

+ Perform end-to-end processing of vendor invoices, including high-volume and complex transactions, ensuring accuracy and completeness.

+ Execute 2-way and 3-way PO matching (invoice, PO, and receipt), investigating and resolving variances related to pricing, quantity, and terms.

+ Ensure invoices are properly coded to general ledger accounts, projects, cost centers, and grants, and research and resolve coding issues as needed.

+ Review and validate supporting documentation to ensure compliance with company policies, audit standards, and contractual requirements.

+ Process weekly or biweekly payment runs, including ACH, wire, and check payments, in an accurate and timely manner.

+ Accurately allocate expenses to capital projects, operational projects, and grant-funded initiatives, ensuring appropriate cost distribution.

+ Ensure invoice charges align with approved project budgets, funding sources, and grant agreements, and escalate discrepancies when necessary.

+ Monitor allowable versus unallowable costs under grant regulations and funding requirements, ensuring compliance with applicable guidance and regulations.

+ Support grant reporting, audits, and reconciliations by preparing detailed documentation and responding to inquiries from internal and external auditors.

+ Maintain strict adherence to internal controls, segregation of duties, and approval workflows within the accounts payable process.

+ Assist with month-end, quarter-end, and year-end close activities, including accruals, AP reconciliations, and preparation of supporting schedules.

+ Serve as a primary point of contact for vendors regarding PO-related questions, invoice status, and payment issues, providing professional and timely support.

+ Collaborate with Procurement and Purchasing teams on vendor setup, PO accuracy, and contract compliance, ensuring alignment across functions.

+ Provide guidance, training, and mentorship to junior AP staff on PO matching, project coding, grant compliance, and best practices in accounts payable.

+ Identify opportunities to improve AP processes, automation, and reporting, and actively recommend and support implementation of best practices.

+ Conduct research on complex transactions, coding issues, and contract requirements to ensure proper treatment of expenses and compliance.

Job Type & Location

This is a Permanent position based out of Des Plaines, IL.

Pay and Benefits

The pay range for this position is $30.00 - $38.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:  - Medical, dental & vision  - Critical Illness, Accident, and Hospital  - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available  - Life Insurance (Voluntary Life & AD&D for the employee and dependents)  - Short and long-term disability  - Health Spending Account (HSA)  - Transportation benefits  - Employee Assistance Program  - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Des Plaines,IL.

Final date to receive applications

This position is anticipated to close on Jun 19, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to…