Accounts Payable Specialist

This position is responsible for supporting the company’s accounts payable process by processing vendor invoices, maintaining accurate AP records, reconciling vendor statements, assisting with payment preparation, and supporting month-end accounting procedures. Success in this role requires strong attention to detail, organization, confidentiality, communication skills, and the ability to follow company procedures and internal controls.

• Process vendor invoices and ensure accurate coding to appropriate accounts
• Verify invoice details and match invoices with purchase orders, receiving documentation, and approvals
• Prepare vendor payments, check runs, ACH payments, and credit card payments for review and approval according to company procedures
• Communicate with vendors regarding payment status, discrepancies, credits, and account issues
• Maintain AP aging reports and assist with month-end closing procedures
• Reconcile vendor statements and resolve outstanding items
• Assist with vendor setup, W-9 collection, vendor records, and payment documentation as assigned
• Research invoice discrepancies, pricing issues, duplicate invoices, credits, and missing documentation
• Maintain organized AP records, files, and supporting documentation
• Ensure AP processes follow company policies, approval requirements, and internal controls
• Escalate unusual invoices, vendor disputes, missing approvals, pricing discrepancies, or payment concerns to the Business Office Manager or authorized leadership
• Other duties, as assigned

• High school diploma or equivalent;
  Associate degree or higher preferred
• 2+ years of experience in accounts payable, accounting support, bookkeeping, or related administrative/accounting role
• Strong attention to detail and accuracy
• Strong organizational and time management skills
• Proficiency with Microsoft Office and accounting or ERP software such as Epicor/P21, Quick Books, or similar systems
• Excellent communication and problem-solving abilities
• Ability to handle confidential vendor, financial, and company information with discretion
• Ability to follow company procedures and internal controls
• Team player with a positive attitude and strong work ethic

• Experience in a distribution, industrial, or service-based business
• Familiarity with ERP systems and digital document management
• Basic understanding of accounting principles, GL coding, purchase orders, receiving documentation, and vendor account reconciliation