Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist processes a high volume of invoices in an automated SAP S/4

HANA environment, ensuring accurate and timely payments to vendors. This role focuses primarily on non-purchase order invoices and ERS vendor invoices, supports invoice verification through OCR tools, and provides critical backup for key accounts payable functions. The specialist collaborates closely with a global AP team and vendors to resolve issues, maintain accurate records, and support continuous process improvements during an ongoing technology transformation.

Responsibilities

• Process and post non-purchase order invoices for temporary labor and other specified vendors with a high level of accuracy.
• Monitor the status of ERS vendor invoices for purchase order two-way match vendors and ensure timely resolution of discrepancies.
• Serve as the primary backup for verifying invoices in OCR software, confirming that captured data matches invoice details.
• Process freight debit memos accurately and in a timely manner.
• Process incoming mail twice daily and route documents appropriately for further processing.
• Assist with monthly goods receipt/invoice receipt (GR/IR) maintenance by verifying account status with vendors and resolving open items.
• Support Material Control by reviewing purchase order history to identify and resolve missing goods receipts.
• Respond promptly and professionally to vendor inquiries regarding invoice payments, past due invoices, and account status.
• Research vendor statements to reconcile balances, identify missing invoices, and resolve discrepancies.
• Provide backup support for non-purchase order invoice processing when needed to ensure continuity of operations.
• Provide backup support for the processing of vendor returns, coordinating with relevant internal stakeholders as required.
• Work within an email inbox where invoices are received, ensuring documents are correctly imported into the system.
• Review invoice images and corresponding processing screens to verify invoice number, date, amount, and other key details before routing.
• Identify or confirm the appropriate contact for invoice approval by reviewing the invoice and, when needed, referencing prior invoices.
• Use the system's approval workflow to send invoices for coding and approval, adding clear notes when special handling or context is required.
• Search and select the correct approver in the system by user  name to ensure invoices route to the appropriate person.
• Escalate vendor setup needs to the vendor master team when a vendor cannot be identified, ensuring a W-9 is obtained before setup.
• Record vendor numbers and relevant details in note sections to maintain clear audit trails and support accurate AP records.
• Contribute to a culture of continuous improvement by adapting to new technologies and process enhancements within the AP function.

Essential Skills

• At least 2 years of accounts payable experience, preferably in a high-volume environment handling approximately 2,000 invoices per month.
• Hands-on experience with accounts payable processes, including invoice processing, non-PO invoices, and vendor payments.
• Proficiency in working with shared email inboxes for receiving and managing invoices.
• Strong data entry skills with a focus on accuracy and attention to detail.
• Ability to verify invoice information such as invoice number, date, amount, and vendor details against system records.
• Experience responding to vendor inquiries and researching vendor statements to resolve discrepancies.
• Comfort working in an automated accounts payable environment and following structured workflow processes.
• Strong organizational skills to manage multiple tasks, deadlines, and priorities in a fast-paced setting.
• Effective written and…