Accounts Payable Specialist - Woodbine, MD

Position Title
:
Accounts Payable Specialist, Woodbine, MD

Reports to: Accounting Manager

Date Prepared
:
April 2026

Exemption Status: Exempt

The Accounts Payable (AP) Specialist is responsible for accurately processing and maintaining all vendor invoices, payments, and related financial transactions. This role ensures timely and accurate recording of expenses, compliance with company policies, and positive vendor relationships. The AP Specialist also supports monthly closing activities, annual audits, and contributes to continuous improvement in accounting operations. The AP Specialist will also serve as a backup to the Payroll Manager.

The main duties and responsibilities of the Accounts Payable Specialist include:

• Review, code, and enter invoices with appropriate account numbers and cost centers.
• Verify invoice accuracy, resolve discrepancies, and obtain necessary approvals.
• Process employee reimbursements, credit card statements, utilities, plant material purchases, subcontractor invoices, and other payable items.
• Maintain vendor files and account histories; ensure compliance with W-9 requirements and tax reporting.
• Onboard new vendors in the accounting system and ensure vendor compliance with company policies.

• Prepare weekly payment runs (checks, ACH, wires) and ensure timely processing.
• Reconcile vendor statements to the AP ledger and resolve outstanding balances.
• Update and maintain daily check register and cash disbursement records.
• Support month-end and year-end close by preparing reconciliations and AP-related reports.

• Assist with preparation and distribution of annual 1099 forms.
• Generate monthly AP reports, including subcontractor tracking, expense analysis, and accrual schedules.
• Support external audits and provide documentation as requested

• Cross-train with the Payroll Manager to serve as the backup payroll processor
• Assist with weekly multi-state payroll processing as needed

• Provide excellent internal and external customer service, including vendor communication.
• Support coverage and cross-train with accounting team members as needed.
• Participate in process improvements to increase efficiency and accuracy within AP.

High School Diploma or equivalent required.

Associate’s degree in Accounting, Finance, or Business preferred.

• Minimum of 5 years of Accounts Payable experience required.
• Experience with ERP or accounting systems (e.g., Quick Books, Net Suite, Sage, or similar).
• Strong knowledge of accounts payable processes and best practices.
• Proficiency with Microsoft Office Suite, especially Excel (pivot tables, VLOOKUPs).
• High attention to detail, accuracy, and ability to meet deadlines.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and teamwork skills.

Office-based role in a professional, smoke-free, and drug-free environment.

May require occasional overtime during month-end close or audit cycles.