Accounts Payable

Overview

Responsible for processing invoices, managing payments to vendors, reconciling accounts payable transactions, ensuring compliance with company policies and procedures. Involves maintaining financial records, reconciling accounts, and supporting compliance with internal controls and regulatory standards. Collaborates with internal teams and external vendors, utilizing technology to optimize processes and maintain high levels of accuracy and efficiency.

Accounts Payable Specialist reports to the Senior Accounting Manager and ensures all payment requests are properly approved and documented. Ensures vendors are paid according to payment terms to avoid service interruptions and take advantage of cash management opportunities.

• Invoice Processing and Verification:
  Review and verify accuracy of vendor invoices and supporting documentation; verify appropriate authorization and coding; match invoices with purchase orders; enter invoices into the accounting system.
• Payment Processing:
  Schedule and process payments, including checks, electronic transfers, and ACH; monitor payment schedules to ensure timely disbursements; address and resolve payment discrepancies with vendors.
• Vendor Management:
  Maintain accurate vendor profiles, handle inquiries, resolve disputes, ensure contracts and tax forms (e.g., IRS W-9) are on file; maintain strong vendor relationships.
• Account Reconciliation:
  Reconcile vendor statements; investigate and resolve outstanding balances; assist with month‑end closing activities, including reconciliations and accruals; maintain detailed records of transactions and reconciliations.
• Expense and Reimbursement Management:
  Review and approve employee expense reports; track departmental budgets and manage cost control.
• Financial Reporting and Reconciliation:
  Reconcile accounts payable reports, track outstanding payables, provide accurate records for auditing, tax compliance, and financial planning; generate summaries and cash flow reports.
• Compliance and Documentation:
  Ensure all financial transactions comply with internal policies and external regulations; maintain documentation for audits, tax filings, and internal controls; assist with audit preparation.
• Process Improvement:
  Identify and recommend improvements to accounts payable processes; collaborate with finance team to streamline workflows; stay updated on best practices and regulatory changes.

Accounts payable roles require attention to detail, organizational skills, and strong communication abilities. Professionals must meet tight deadlines, manage multiple tasks, and often use accounting software or AP automation tools to improve efficiency.

• High school diploma or equivalent; associate or bachelor’s degree in accounting or related field preferred.
• Certified Accounts Payable Associate (CAPA) preferred.
• Proficiency in accounting software and Microsoft Excel.
• Knowledge of accounting principles and practices.
• Familiarity with regulatory requirements related to accounts payable processes.
• Proven experience as an accounts payable clerk or similar role.
• Experience with process improvement initiatives is a plus.
• Familiarity with ERP systems and accounting software preferred.
• Excellent communication and interpersonal skills.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Effective written and verbal communication skills.
• Ability to work independently as well as collaboratively within a team.

We need an accounts payable professional to ensure financial accuracy, timely payments, and strong vendor relationships, contributing directly to an organization’s financial stability and operational efficiency. Their work spans invoice management, payment processing, expense oversight, reporting, and compliance, making them a vital part of the finance function.